Administrative Assistant

At Lilly, the work is demanding because patients are waiting. We unite caring with discovery to help make life better for people around the world, knowing that every decision, every detail, and every day matters. Headquartered in Indianapolis, Indiana, our over 50,000 employees around the globe take on complex challenges to discover and deliver life-changing medicines, strengthen how health is understood and managed, and support the communities we serve. This is hard, urgent, selfless work—but it’s work worth doing. If you’re driven by purpose and ready to bring your best to work that truly matters for patients, we invite you to join us. 

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 50,000 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’re looking for people who are determined to make life better for people around the world. #WeAreLilly

Lilly's Regional Administrative Solutions (RAS) team provides integrated administrative support to R&D leaders working to discover and deliver life-changing medicines. As an Administrative Assistant at the Boston Seaport Innovation Center (LSC), you will be a trusted partner to multiple business leaders, managing calendars, complex meetings, and international travel, while also supporting site operations and talent processes that keep the site running smoothly. You will collaborate with RAS colleagues across Lilly sites, serve as backup for fellow administrative assistants, and use modern tools, including approved AI, to continuously raise the quality and efficiency of how administrative work gets done.

We are looking for a proactive, highly organized, detail-oriented professional who exercises sound judgment, handles confidential information with discretion, and thrives in a fast-paced, collaborative environment.

This description outlines the general nature and level of the work and is not an exhaustive list of responsibilities. As RAS continues to evolve how administrative work is delivered, including through new processes and AI-enabled tools, the tasks and services provided by this role may change over time.

Responsibilities for this role include:

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 maximize 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.
• 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.
• 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 a timely and accurate manner. ​
• Maintain process documentation and contribute to SOP development aligned with RAS and ASC standards, including documenting AI-enabled workflows so they can be shared and reused by the team.

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 (Iron Mountain administration, records room oversight, digital records, etc.), sitewide communications, and Teams/SharePoint sites as needed.
• Ordering snacks, supplies, and materials for sitewide use and inventory management.

Additional Support/Expectations:

• Adapt to change quickly as the RAS Team rolls out guidance, tools, and AI-enabled workflows, and business partner alignments are adjusted.
• 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.).
• 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, test, and share AI-enabled techniques that increase productivity and drive innovation 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 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.
• Ability to lift 20 lbs. on an occasional basis.

Additional Skills/Preferences

• Strong Interpersonal and organization skills
• Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams, SharePoint etc.)
• 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 a high level of self-management in a dynamic work environment.
• Ability to adapt to change and a learning mindset to explore continuous process improvements.
• Ability to prioritize and seek guidance when multiple and competing priorities arise.
• Excellent written and verbal communication skills
• Must be able to maintain confidential information.
• Fluent in English
• Knowledge of SharePoint collaboration site maintenance
• Knowledge of Concur Travel and Expense Reporting

Additional Information

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.

This role is required to be onsite in Boston Seaport full-time.

Some travel to corporate center (Indianapolis) or other regional sites to support development and connections.

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 (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

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