Administrative Assistant

At Lilly, we unite caring with discovery to make life better for people around the world. We are a global healthcare leader headquartered in Indianapolis, Indiana. Our employees around the world work to discover and bring life-changing medicines to those who need them, improve the understanding and management of disease, and give back to our communities through philanthropy and volunteerism. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world.

Administrative Assistant

Company Overview

At Lilly, we unite caring with discovery to make life better for people around the world. We are a global healthcare leader headquartered in Indianapolis, Indiana. Our approximately 43,000 employees around the world work to discover and bring life-changing medicines to those who need them, improve the understanding and management of disease, and give back to our communities through philanthropy and volunteerism. We give our best effort to our work, and we put people first. We are looking for people who are determined to make life better for people around the world. #WeAreLilly

Our mission at the Lilly Innovation Center in Cambridge, Massachusetts, is to create breakthrough genetic medicine and other technologies that radically improve patients’ lives. Across our site, we share a passion for challenging conventional wisdom and creating an environment that embraces creative, breakthrough concepts.

This position is an exciting opportunity for a skilled professional to provide critical administrative support to multiple business partners in a dynamic team environment. The position has a primary focus in one or more assigned functions but must coordinate and operate cohesively with colleagues at various levels across many functions. This position requires coordination with functional colleagues, the broader Lilly Administrative Assistant community, internal/external business partners and/or vendors.

Our future team member must be an exceptional team player who is proactive, organized, efficient, detail‐oriented with a strong sense of urgency to complete tasks with high quality. In addition, the ideal candidate will be responsible for reinforcing a welcoming, collaborative environment for all Lilly employees and visitors through their daily work and interactions, communicating important information to the site, and collaborating with the Cambridge Operations team to provide timely, effective support for the site.

Responsibilities for this role include:

Meeting Coordination:

• Proactively maintain daily calendars for multiple business partners; initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination
• Manage meetings of various sizes and complexity at the site. Assist in planning and logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed

Interview management:

• Support candidate communications
• Schedule interviews in Workday and Outlook
• Schedule seminars and recruiting activities (as appropriate)
• Assist candidates with travel authorization as needed

Travel and Expenses:

• Coordinate and arrange travel, including more complex travel (e.g., international, multi‐city travel) for business partners including (but not limited to) air, hotel, and rental car
• Manage business partners’ passport and visa for international travel
• Process simple to complex expense reports (i.e., multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely, accurate, and compliant manner

Additional Support/Expectations:

• Adapt to change quickly as the Indianapolis Administrative Services Center (ASC) Leadership Team rolls out guidance and tools for streamlining administrative work and business partner alignments are adjusted
• Provide direction and guidance to non-supported business partners so they can perform administrative tasks on their own (e.g., calendaring, travel, expense reporting)
• Attend various business meetings to understand the business area and priorities
• Attend Indianapolis ASC team meetings as assigned or directed
• Support the coordination of participation in professional meetings and conferences (maintain a list of relevant meetings, communicate timelines, track participation, etc.)
• Create and edit documents, spreadsheets, and presentations
• Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by site Operations leadership and/or business partners
• Identify innovative techniques to increase productivity across the team
• Maintain documents on appropriate servers and repositories, learn and adhere to Lilly records retention policies
• Create and maintain group lists, distribution lists, spreadsheets, databases, and collaboration sites
• Handle additional administrative support or special projects as assigned by supervisor
• Serve as back-up to other onsite Administrative Assistants to meet expected deadlines or during absences from the office

Basic Qualifications

• High School Diploma or GED
• Minimum of three years of experience in a professional work environment or in administrative/office management/coordinator position
• Qualified candidates must be legally authorized to be employed in the United States. Lilly does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this employment position.

Additional Skills/Preferences

• Strong interpersonal skills
• Impeccable organizational skills
• Excellent customer service orientation, team-player attitude, and willingness to assist all groups at the Cambridge site and in other Lilly sites
• Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams, SharePoint etc.)
• Detail-orientated and competent follow through skills
• Excellent written and verbal communication skills
• Ability to prioritize and multi-task
• Ability to work independently with a high level of self-management in a dynamic work environment
• Must be able to maintain confidential information and exercise discretion
• Ability to adapt to change and process improvements
• Fluent in English
• Ability to lift 15-20 lbs.

Additional Information

• This role has limited work from home flexibility, requiring the majority of time at work to be performed on site.

Eli Lilly and Company, Lilly USA, LLC and our wholly owned subsidiaries (collectively “Lilly”) are committed to help individuals with disabilities to participate in the workforce and ensure equal opportunity to compete for jobs. If you require an accommodation to submit a resume for positions at Lilly, please email Lilly Human Resources ( Lilly_Recruiting_Compliance@lists.lilly.com ) for further assistance. Please note This email address is intended for use only to request an accommodation as part of the application process. Any other correspondence will not receive a response.
Lilly 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.

Our employee resource groups (ERGs) offer strong support networks for their members and help our company develop talented individuals for future leadership roles. Our current groups include: Africa, Middle East, Central Asia Network, African American Network, Chinese Culture Network, Early Career Professionals, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinos at Lilly, PRIDE (LGBTQ + Allies), Veterans Leadership Network, Women’s Network, Working and Living with Disabilities. Learn more about all of our groups.

#WeAreLilly