Administrative Operations Coordinator

hace 3 semanas


Madrid, Madrid, España Lilly A tiempo completo
About Lilly

We're a company dedicated to improving lives worldwide.

Job Summary

The Administrative Assistant position offers an exceptional opportunity for a skilled professional to provide critical support to our Site Head and team members. This role requires a proactive, organized individual with a strong sense of urgency to deliver results.

Key Responsibilities:
  • Maintain calendars, establish relationships, and coordinate schedules to maximize productivity.
  • Organize team meetings, logistics, and related tasks.
  • Plan events by calendaring, scheduling rooms, setting up equipment, ordering materials, and arranging catering as needed.
Travel and Expense Management:
  • Coordinate travel arrangements: transportation, hotel, rental car.
  • Process expense reports efficiently.
Additional Support and Expectations:
  • Adapt quickly to new tools and streamline administrative work.
  • Provide guidance on administrative tasks to team members (e.g., calendaring, travel, expense reporting).
  • Attend team meetings as assigned or directed.
  • Create and edit documents, spreadsheets, and presentations.
  • Maintain group lists, distribution lists, spreadsheets, databases, and collaboration sites.
  • Support pre-boarding and onboarding processes for new employees.
  • Create Purchase Orders (POs) for the Team.
  • Identify innovative ways to boost team productivity.
  • Handle additional administrative support or special projects assigned by the Manager.
  • Assist with internal communication (Monthly newsletter, Internal TV...)
Requirements:
  • Higher education in international Secretaryship, Administration, and Finance or equivalent.
  • At least 5 years of experience in a professional environment or administrative/office management position.
  • Spanish Bilingual with English level C1 or above.
Preferred Skills:
  • Strong interpersonal and organizational skills.
  • Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Skype, SharePoint...).
  • Ability to work independently with high self-management in a dynamic environment.
  • Adaptability and willingness to process improvements.
  • Prioritization and seeking guidance when necessary.
  • Excellent written and verbal communication skills.
  • Maintenance of confidential information.
Lilly's Commitment:

We are committed to equality and do not discriminate based on age, race, color, religion, gender, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status.



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