Executive Assistant (1 year contract)

At Elanco (NYSE: ELAN) – it all starts with animals!

As a global leader in animal health, we are dedicated to innovation and delivering products and services to prevent and treat disease in farm animals and pets. At Elanco, we are driven by our vision of Food and Companionship Enriching Life and our purpose – all to Go Beyond for Animals, Customers, Society and Our People.

At Elanco, we pride ourselves on fostering a diverse and inclusive work environment. We believe that diversity is the driving force behind innovation, creativity, and overall business success. Here, you’ll be part of a company that values and champions new ways of thinking, work with dynamic individuals, and acquire new skills and experiences that will propel your career to new heights.

Making animals’ lives better makes life better – join our team today!

Your Role: Executive Assistant (1 year contract)

The main responsibility of the position is to provide full administrative and language interpretation and translation support to the President and Representative Director Japan/Korea, as well as office and company management support. The individual will also work together with HR / General Affairs and the leadership team on projects related to employee engagement, internal communications, CSR initiatives and company policies.

Your Responsibilities:

President and Representative Director Japan/Korea

• Manage efficiency, priorities, language interpretation & translation, and secretarial support. Effective planning for travel including visa, flight and hotel logistics. Ensure arrangements fulfill the requirements of supervisor in line with meeting agendas; compile & prepare relevant travel and meeting documents prior to travel.
• Calendar planning: Manage and coordinate the President’s electronic calendar effectively by planning and scheduling key priorities, meetings, teleconferences and travel, monitoring progress as and when required.
• Provide general secretarial/administrative assistance: Prepare the President’s expense claims via Concur punctually; effective data management & filing of information and documents; accept ownership for accomplishing ad-hoc & different administrative requests when required.
• Internal and External meetings: Ensure timely and effective logistic arrangement, meeting set up. Proactively gather any relevant information to meetings and attendees.
• Interpretation: Japanese/English and English/Japanese interpretation in internal employee meetings, townhalls, conferences, selected one-on-one discussions, external wholesaler meetings, customer visits and seminars; accompany President for general interpretation needs.
• Translation: Japanese/English and English/Japanese translation of internal communications including SPOT and global communications, PowerPoints, policies or directives on behalf of the President; external communications and letters on behalf of the company.
• Act as liaison between the supervisors and US Headquarter to coordinate global leadership team meetings. Arrange itinerary, logistics and accommodation for visitors from global executive teams.

Japan Leadership Team

• Facilitate, schedule, arrange logistics and list up action items for leadership team meetings and when requested, meetings organized by regional functional heads.
• Assist communications among President, Japan Lead Team members and managers.

Corporate Governance

• Support the President in managing Corporate Governance (Board of Directors meetings, documentation, Company Seal).

Communication, Employee Engagement, Cause

• Own communication initiatives: Townhalls, announcements, updates for Japan and Korea, publish regular communication email magazines with a purpose of connecting employees across functions.
• Proactively develop internal and external communication initiatives
• Participate in Employee Engagement Initiatives and help coordinate employee engagement events –celebrations, lunches, long service award, team luncheons/outings, townhall meetings, etc.
• Champion activities/events for Elanco CSR initiative – coordinating/ proposing event ideas, logistical planning, budgeting, delegation of tasks, etc.; work alongside Cause Ambassadors to promote awareness among employees and encourage them to act.

Projects (As Needed)

• Develop a plan and execute a task/project on time and on budget (Examples: organizing customer events, internal meetings)

What You Need to Succeed (minimum qualifications):

• Diploma in Business Administration or equivalent
• Minimum 5-6 years of general administration
• Excellent communication skills in English (both written and spoken) and ability to translate and interpret English to Japanese, Japanese to English.
• Excellent interpersonal skills to handle sensitive and confidential information/situations and able to network effectively across groups and levels.
• Effective leadership skills to manage several projects at one time and ensure the team meets deadlines including regional projects/ initiatives.
• Demonstrates strategic thinking capability and ability to apply good judgment across diverse/complex issues.
• Ability to work under pressure and compliance with strict deadlines.
• Ability to priorities or work with conflicting priorities.
• Advanced knowledge of MS Excel, Word, PowerPoint.

What will give you a competitive edge (preferred qualifications):

• Competent in MS Word, Excel, PowerPoint, Outlook and internet research.
• Strong organizational skills & exceptional attention to detail & accuracy.
• Ability to prioritize & anticipate needs.

Additional Information:

• Travel: Once or twice a month (outstation)
• Location: Hybrid Work Environment

Don’t meet every single requirement? Studies have shown underrecognized groups are less likely to apply to jobs unless they meet every single qualification. At Elanco we are dedicated to building a diverse and inclusive work environment. If you think you might be a good fit for a role but don't necessarily meet every requirement, we encourage you to apply. You may be the right candidate for this role or other roles!

Elanco is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status