Administrative Assistant

Position Overview

LillyDirect is transforming how patients access healthcare, bringing together technology, customer experience, pharmacy, operations, and commercial capabilities to create innovative healthcare solutions. As LillyDirect continues to grow, we are seeking a highly organized, proactive, and collaborative Administrative Assistant to support leaders across the LillyDirect organization.

This position is an exciting opportunity for a skilled professional to provide integrated administrative and operational support to multiple business partners in a fast-paced, entrepreneurial environment. The role serves as a trusted administrative partner to leaders, helping optimize time, improve efficiency, and advance key business priorities while ensuring seamless coordination across site operations, talent processes, and Regional Administrative Solutions (RAS) initiatives.

Success in this role requires exceptional organizational skills, sound judgment, attention to detail, and the ability to anticipate needs before they arise. 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.

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.