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.
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