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Lilly Administrative Assistant in Cambridge, Massachusetts

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 35,000 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.

Administrative Assistant I

Company Overview

Established in 2015, the Lilly Innovation Center located in the heart of Kendall Square in Cambridge, Massachusetts allows Lilly to explore how next generation therapeutics, emerging technologies, data analytics and new models can improve patient health while reducing multiple burdens that is systemic throughout healthcare today.

This position is an exciting opportunity for a skilled professional to provide critical administrative support to multiple business partners in a dynamic team environment. The position has a primary focus in one or more assigned functions but must coordinate and operate cohesively with colleagues at various levels across all functions. This position requires coordination with functional colleagues, the broader Lilly administrative assistant community, internal/external business partners and/or vendors.

Our future team member must be an exceptional team player who is proactive, organized, detail‐oriented with a strong sense of urgency to complete tasks. In addition, the ideal candidate will be responsible for reinforcing a welcoming, collaborative environment for all Lilly employees and visitors through their daily work and interactions, communicating important information to the site, and collaborating with the Cambridge Operations team to provide timely, effective support for the site.

Responsibilities for this role include:

Meeting Coordination:

  • Proactively maintain daily calendars for multiple business partners; initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.

  • Manage meetings of various size and complexity at the site. Assist in the planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed.

  • Scheduling and coordinating interviews, seminars, travel, hosting external candidates/visitors

Travel and Expenses:

  • 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 simple to complex expense reports (i.e., multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely, accurate, and compliant manner. ​

Additional Support/Expectations:

  • Support the coordination of participation in professional meetings and conference (maintain a list of relevant meetings, communicate timelines, track participation, etc.)

  • Create and edit documents, spreadsheets, and presentations.

  • Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area in collaboration with the site Operations team.

  • Identify innovative techniques to increase productivity across the team.

  • Maintain documents on appropriate servers and repositories, learn and adhere to Lilly records retention policies

  • Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites.

  • Handle additional administrative support or special projects as assigned by supervisor.

  • Serve as back-up to Operations Site Coordinator and Front Receptionist as needed

  • Other duties as assigned

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

  • Excellent customer service orientation, team-player attitude and willingness to assist all groups at the Cambridge site and in other Lilly sites

  • Strong interpersonal skills

  • Detail-orientated, and competent follow through skills

  • Excellent written and verbal communication skills

  • Impeccable organizational skills

  • Ability to prioritize and multitask

  • Ability to work independently with a high level of self-management in a dynamic work environment

  • Must be able to maintain confidential information and exercise discretion

  • Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams, SharePoint etc.)

  • Ability to adapt to change and process improvements

  • Fluent in English

  • Ability to lift approximately 15-20 lbs

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.

As a condition of employment with Eli Lilly and Company and its subsidiaries in the United States and Puerto Rico, you must be fully COVID-19 vaccinated and provide proof of vaccination satisfactory to the company. If you would like to request an accommodation for medical or religious reasons, you may do so at workplace_adjustment@lilly.com.

At Lilly we strive to ensure our employees are part of a team that cares about them and our shared purpose of making life better for those around the world. How do we do this? We continue to look for ways to include, innovate, accelerate and deliver while maintaining integrity, excellence and respect for people.​ We hope that you seek to join us on our journey as we create medicine and deliver improved outcomes for patients across the globe!

#WeAreLilly

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