Administrative Assistant Job at TalentBurst, an Inc 5000 company in Indianapolis

Industry: Pharma Devices

Job Title: Administrative Assistant III

Job ID: ROCGJP00037649

Location: Indianapolis, IN

Duration: 12+ months contract (+Possibility of extension)

1st Shift Hours

8am - 5pm Mon - Fri

100% onsite

Commit to 36 month contract

Overview :

We are a business transformation program that aims to deliver best-in-suite, user-centric digital solutions fthat will help manage our company as efficiently as possible. At the center of ASPIRE is the One Enterprise, the future of our current enterprise landscape. ASPIRE is co-creating one harmonized process house across the enterprise, with SAP S/4HANA at its core - a technology that will replace existing and soon outdated SAP local and regional systems. By following a template approach within SAP, available to all entities around the globe, our core business processes will become more integrated, simplified, harmonized, and scalable.

We are looking for a Strategic Administrative Partner for the deployment of ASPIRE to support the Wave Lead across all US Sites (Waves 5a & 5b: Indianapolis, Branchburg, Tucson, Carlsbad, Santa Clara, & Pleasanton). This role will be part of each Wave Lead Team to ensure the right level of support is provided and aligned to, as necessary, across Waves. As a Strategic Administrative Partner for ASPIRE, you are responsible for supporting the Wave Lead in operational excellence by focusing on team development, change management, logistics and scheduling, planning and communication. This role is unique in that it serves to support leadership teams in ensuring that they are collectively focused on the betterment of the entire organization. This individual will lead and collaborate as a strong architect who is ready to stimulate and foster an environment of innovation and support the operational activities of the organization by promoting and developing a strong connectivity to the broader ASPIRE Project.

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 Bachelor's Degree degree in related fields. Bachelor's 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.