Administrative Assistant Job at Planet Pharma in Indianapolis

3 year Contract

The Opportunity

Administrative Support for the Wave Lead: You provide comprehensive, proactive and professional assistance, leadership and guidance for organizational activities for the Wave Lead and as applicable, Lead Team members. You assist with administrative activities such as travel, expenses, meetings, and calendars. As requested, you drive leadership meetings and plan the agenda and support the team in timely, well-informed decision making.

You provide guidance, operationalize and monitor the execution of work, constantly connecting our delivery organization. This includes ensuring any additional templates and documentation management, are in place to support the Wave Lead. You support activities for the wave and functional teams to meet established milestones.

You prepare, and execute a wrap-up of meetings with internal and external stakeholders (agenda, documentation, tracking of action items), independent event management for the manager / team (e.g. events, internal and external workshops, etc.)

Project management: You actively collaborate in organizational and group projects, as project lead / project member. This includes project conception and implementation as well as monitoring of the results.

Including:

Executing the Change Control Process for the respective areas of responsibility

Driving reporting activities and provide accurate status updates and reporting

Accountable for implementation & management of Status & Progress Reporting

Project Templates and Documentation Management

Strategic support: You pick up on current strategically important topics and implement them in your own area of responsibility.

You actively contribute, drive and implement ASPIRE goals / vision / strategy. You independently carry impulses into the management group (e.g. tools, working methods). You support projects, as identified, to support the successful delivery of the program

You are a mood barometer from the manager to the area and from the area to the manager to create understanding for each other, promote cooperation and increase LT effectiveness and cohesiveness.

Who You Are

You hold an Associate or Bachelors Degree degree in related fields. Bachelors degree preferred.

5-7 years experience in an Assistant role, or comparable activity

You have experience with project management approaches, tools and phases of the project lifecycle; including agile.

You possess strong knowledge and experience using Google Suite.

You have experience dealing with collaboration tools and working in virtual teams. This includes demonstrated ability to successfully organize, coordinate, and integrate multiple streams of information and activities.

Knowledge, Skills & Attributes

You possess problem-solving skills with the ability to exercise mature judgment. This includes the ability to handle highly confidential and critical information.

You have strong interpersonal and communication skills with a demonstrated ability to work within the Waves, as well as, DIA Ops & Megasites Cluster leadership.

You have excellent written and verbal communication skills and are fluent in English language, both written and spoken

You are detail-oriented with excellent organizational and process management skills with the ability to learn quickly with a high tolerance for ambiguity and complexity.

You have the ability to cultivate a strong and trusting relationship with executive leaders

You have excellent time management and organizational skills, with an ability to consistently execute multiple, and sometimes competing activities to a high quality and timely conclusion,

You are willing to stretch beyond your comfort zone to learn new skills in a rapidly changing environment and have the ability to build and maintain business relationships.

Locations

You are local to Indianapolis. Relocation benefits are not available for this position.

*Please note that this position will require business travel 4-6x per year. This role will work across multiple international time zones.