Executive Assistant

BioSpace; Pasadena (CA); On-site; USD 45,000 - 79,000; Full time

Benefits offered by this job

Bonus eligibility

401(k) plan

Medical/dental/vision benefits

Paid time off

Job summary

Lilly’s Protomer site in Pasadena seeks an experienced executive assistant to support the VP and Site Head. This onsite, fast-paced role requires discretion, proactive calendar management, travel planning, and coordinating cross-functional initiatives.

You will manage sensitive information, own SharePoint and Teams workflows, and partner with internal and external stakeholders to keep operations running smoothly.

Qualifications

• Bachelor's degree and 5+ years of EA/EBP experience.
• Strong calendar management, travel & expense oversight, and meeting coordination.
• Experience supporting senior leadership and gatekeeper mindset.

Responsibilities

• Provide executive business partner and administrative support to the VP and Site Head of Protomer, coordinating site functions and initiatives.
• Manage site initiatives using Lilly software and scheduling systems, coordinating with internal and external partners.
• Track projects, schedule and run site meetings with senior scientists to monitor progress and prepare minutes.
• Proactively manage daily calendars, initiate contact, and build strong working relationships across the organization.
• Manage travel arrangements (domestic & international) for VP and reconcile expenses.

Education

Bachelor's degree

Tools

SharePoint

Teams

Job description

At Lilly, the work is demanding because patients are waiting. We unite caring with discovery to help make life better for people around the world, knowing that every decision, every detail, and every day matters. Headquartered in Indianapolis, Indiana, our over 50,000 employees around the globe take on complex challenges to discover and deliver life-changing medicines, strengthen how health is understood and managed, and support the communities we serve. This is hard, urgent, selfless work—but it’s work worth doing. If you’re driven by purpose and ready to bring your best to work that truly matters for patients, we invite you to join us.

Organization Overview

At Lilly, we serve an extraordinary purpose. We make a difference for people around the globe by discovering, developing and delivering medicines that help them live longer, healthier, more active lives. Not only do we deliver breakthrough medications, but you also can count on us to develop creative solutions to support communities through philanthropy and volunteerism. Protomer Technologies is wholly owned subsidiary of Lilly, based in Pasadena, California. Protomer team is an agile and fast-paced group that prides itself on quickly developing drug molecules that are advanced to the clinic.

Role Overview

This position provides critical executive support to the VP and Site Head of Lilly's Protomer site in Pasadena. We are seeking an experienced candidate with a demonstrated track record as a senior executive assistant or executive business partner, with proven judgment and extensive experience in comparable roles supporting senior leadership. This individual must possess demonstrated capability as a trusted gatekeeper and strategic partner with ability for balancing priorities and requires someone who is proactive, organized, and detail-oriented, with a strong sense of engagement and urgency in executing tasks. This position is based fully onsite in Pasadena and is not a remote or hybrid role.

Responsibilities

• Provide executive business partner and administrative support to the VP and Site Head of Protomer, coordinating and managing site functions and initiatives, and leading select initiatives independently.
• Effectively manages site initiatives using a range of Lilly software and scheduling systems, and coordinates with business unit colleagues, the larger Lilly administrative assistant community, and internal and external business partners and vendors.
• Track projects, schedule and run regular site meetings with senior scientists to monitor progress for senior leadership, and prepare minutes and progress summaries.
• Proactively manage daily calendars, initiate contact, and build strong working relationships across and beyond the immediate work group.
• Manage all travel arrangements (domestic & international) for VP, often with complex itineraries. Submission and reconciliation of travel expenses.
• Act as site concierge, supporting visitor facility access and coordinating local arrangements.
• Respond to routine correspondence as well as handle highly confidential and sensitive information with discretion.
• Partner with academic centers and external researchers to coordinate Protomer's regular seminar series and external meeting planning.
• Own SharePoint sites, Teams pages, databases, and other collaboration tools as assigned.

Basic Qualifications

Bachelor's degree along with 5+ years of experience as an executive assistant, executive business partner, or in a business support role that includes experience with executive calendar management, travel and expense planning and oversight, planning site initiatives, meeting coordination (including meeting minutes), correspondence and project tracking.

Strong attention to detail and excellent written and verbal communication skills.

Ability to work five days per week onsite in the Pasadena office (typical hours 8:30 AM–5:30 PM). This is not a remote or hybrid role.

Qualified applicants must be authorized to work in the United States on a full-time basis. Lilly will not provide support for or sponsor work authorization or visas for this role, including but not limited to F-1 CPT, F-1 OPT, F-1 STEM OPT, J-1, H-1B, TN, O-1, E-3, H-1B1, or L-1.

Additional Preferences

• Experience supporting C-suite executives.
• Project management skills, with the ability to coordinate cross-functional initiatives.

Lilly is dedicated to helping individuals with disabilities to actively engage in the workforce, ensuring equal opportunities when vying for positions. If you require accommodation to submit a resume for a position at Lilly, please complete the accommodation request form (https://careers.lilly.com/us/en/workplace-accommodation) for further assistance. Please note this is for individuals to request an accommodation as part of the application process and any other correspondence will not receive a response.

Lilly is proud to be an EEO Employer and does not discriminate on the basis of age, race, color, religion, gender identity, sex, gender expression, sexual orientation, genetic information, ancestry, national origin, protected veteran status, disability, or any other legally protected status.

Our employee resource groups (ERGs) offer strong support networks for their members and are open to all employees. Our current groups include: Africa, Middle East, Central Asia (AMECA), Black Employees at Lilly (BE@Lilly), Chinese Culture Network (CCN), EnAble, Evolve, Lilly Indian Network (LIN), Organization of Latinx at Lilly (OLA), Pride (LGBTQ+ Allies), Veterans Leadership Network (VLN) and Women's Initiative for Leading at Lilly (WILL).

Actual compensation will depend on a candidate’s education, experience, skills, and geographic location. The anticipated wage for this position is

$32.45 - $57.64

Full-time equivalent employees also will be eligible for a company bonus (depending, in part, on company and individual performance). In addition, Lilly offers a comprehensive benefit program to eligible employees, including eligibility to participate in a company-sponsored 401(k); pension; vacation benefits; eligibility for medical, dental, vision and prescription drug benefits; flexible benefits (e.g., healthcare and/or dependent day care flexible spending accounts); life insurance and death benefits; certain time off and leave of absence benefits; and well-being benefits (e.g., employee assistance program, fitness benefits, and employee clubs and activities). Lilly reserves the right to amend, modify, or terminate its compensation and benefit programs in its sole discretion and Lilly’s compensation practices and guidelines will apply regarding the details of any promotion or transfer of Lilly employees.

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