Administrative Assistant & Operations Coordinator

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.

This position is an exciting opportunity for a skilled professional to provide integrated administrative and operational support across Boston R&D sites to multiple business partners in a dynamic team environment. This position ensures seamless coordination between site operations, talent processes, and Regional Administrative Solutions (RAS) team initiatives, while serving as a strategic backup for AA functions. The position is expected to coordinate and operate cohesively with colleagues at various levels across all business areas and units, including business unit colleagues, the administrative assistant community, internal/external business partners and/or vendors. This position requires an exceptional teammate who is proactive, organized, detail‐oriented with a strong sense of urgency to complete tasks.

This job description outlines the general nature and level of the work. It is not intended to be an exhaustive list of all responsibilities or skills associated with the position.  We anticipate that future process improvements may alter the tasks and services that are provided by this role.

Responsibilities

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.

Site Operations and Communications Support:

• Support site wide events and philanthropic efforts as needed.
• Support site wide communications as needed.
• Support site wide presentations and execution of critical meetings as needed.
• Serve as liaison to internal Site Operations and third-party (CBRE, Securitas, etc.) teams.
• Support records retention, sitewide communications, and Teams/SharePoint sites as needed.

Administrative Support:

• Proactively maintain daily calendars for assigned business partners; initiate contact and establish good working relationships with others outside of the work group to enhance schedule coordination.
• Manage large, complex meetings at various locations and of various sizes. Assist in planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed.
• 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 complex expense reports (i.e., multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in an efficient timely and accurate manner. ​
• Maintain process documentation and contribute to SOP development aligned with RAS and ASC standards.

Additional Support/Expectations:

• Adapt to change quickly as the RAS 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, etc.).
• Attend various business meetings as needed to understand the business area and priorities.
• Attend team meetings as assigned or directed.
• Create and edit documents, spreadsheets and presentations using the O365 suite of tools.
• Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites.
• Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by the RAS Director and/or business partners.
• Identify innovative techniques to increase productivity across the team.
• Serve as a backup for other administrative assistants in order to meet workload deadlines or during absences from the office.
• Handle additional administrative support or special projects as assigned by the RAS Director.

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 and organization skills
• Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams, SharePoint etc.)
• Minimum of three years of experience in an administrative environment
• Ability to work independently with a high level of self-management in a dynamic work environment.
• Ability to adapt to change and process improvements.
• Ability to prioritize and seek guidance when multiple and competing priorities arise.
• Excellent written and verbal communication skills
• Expected to maintain confidential information.
• Fluent in English
• Knowledge of SharePoint collaboration site maintenance
• Knowledge of Concur Travel and Expense Reporting 
• Ability to lift 15-20 lbs.

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 Network, Black Employees at Lilly, Chinese Culture Network, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinx at Lilly (OLA), PRIDE (LGBTQ+ Allies), Veterans Leadership Network (VLN), Women’s Initiative for Leading at Lilly (WILL), enAble (for people with disabilities). Learn more about all of our groups.

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

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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