Administrative Assistant

Key Responsibilities

Calendar and Meeting Management Proactively manage complex and frequently changing calendars for multiple LillyDirect leaders. Use approved AI tools to streamline routine work such as meeting preparation, drafting communications, summarizing, and document creation, applying sound judgment on accuracy and confidentiality. Coordinate internal and external meetings across multiple time zones, functions, and stakeholders.

• Anticipate scheduling conflicts and independently resolve calendar challenges.
• Plan and coordinate leadership meetings, team offsites, town halls, and strategic planning sessions.
• Secure conference rooms, coordinate virtual meeting logistics, arrange catering, and prepare meeting materials as needed.
• Ensure leaders are appropriately prepared for upcoming meetings through effective calendar management and prioritization.

Travel and Expense Management Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and travel documentation. Manage complex, multi-city travel itineraries and adjust plans quickly as business needs evolve. Process expense reports accurately and in a timely manner using Lilly systems and policies.

• Reconcile corporate card transactions and support leaders with expense-related questions and compliance requirements.
• Leadership and Operational Support Serve as a trusted administrative partner to LillyDirect leaders by anticipating needs and helping streamline administrative processes.
• Support preparation of presentations, reports, meeting agendas, and other business materials.

• Maintain organization charts, distribution lists, collaboration sites, and team resources.
• Coordinate onboarding activities for new hires and assist with team integration activities.
• Support team events, employee engagement activities, and leadership communications.
• Track action items and follow up on key deliverables when appropriate.

Manage confidential and highly sensitive information with the utmost discretion and professionalism. Create and maintain process documentation, standard operating procedures, and reusable resources aligned with Regional Administrative Solutions (RAS) and applicable Administrative Services Center standards.

• Provide administrative guidance and enablement that helps supported and non-supported colleagues navigate routine administrative processes and tools effectively.
• Participate in broader LillyDirect, RAS, and cross-functional operational initiatives as business needs evolve.
• Perform other site-related responsibilities as needed.

Provide direction and guidance, including self-service and AI tools, to non-supported business partners so they can perform administrative tasks on their own (e.g., calendaring, travel, expense reporting, etc.). Support candidate communications and coordinate interviews in Workday and Outlook, including interview schedules, seminars or recruiting activities, and candidate travel authorization as needed.

• Team and Cross-Functional Collaboration Build effective working relationships across LillyDirect, Lilly business units, and external partners.
• Collaborate closely with the Lilly administrative assistant community to ensure seamless support and coverage.
• Provide backup support for other administrative professionals during planned and unplanned absences.

Actively contribute to strategic backup coverage by maintaining current handoff information, cross-training on critical responsibilities, and helping ensure continuity of support. Proactively identify, recommend, and help implement continuous-improvement opportunities, including appropriate use of technology, automation, and AI-enabled tools to improve efficiency and effectiveness.

Identify opportunities to improve administrative processes and increase team productivity. Adapt quickly to changing business priorities and evolving organizational needs.

Basic Qualifications

High School Diploma or GED. Minimum of three years of experience in an administrative, coordinator, office management, or executive support 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 Skills and Preferences Experience supporting multiple senior leaders simultaneously.
• Strong organizational, prioritization, and project coordination skills.
• Exceptional attention to detail and follow-through.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage competing priorities in a fast-paced environment.

• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with Concur Travel and Expense Management.
• Curiosity about and comfort with generative AI tools; experience using them to streamline work (professional or personal) is a plus.

• Sound judgment on responsible AI use, including protecting confidential information and verifying outputs before relying on them.
• Ability to work independently with minimal direction while exercising strong judgment.
• Ability to handle highly confidential information with professionalism and discretion.
• Proven ability to build relationships across all levels of an organization.

• Experience supporting leaders within healthcare, technology, consulting, startup, or similarly dynamic environments is preferred.
• 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.
• 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 $20.19 - $44.42 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. #WeAreLilly