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.
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. The ideal candidate is a proactive, highly organized team player with a strong sense of urgency and a commitment to delivering outstanding support. This position is based in South San Francisco and is expected to work onsite consistent with Lilly's flexible work expectations.
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.
Why LillyDirect?
LillyDirect is one of Lilly's most transformative growth platforms, focused on creating simpler, more connected healthcare experiences for patients. This role offers the opportunity to partner directly with senior leaders, contribute to a rapidly growing business, and help shape the future of healthcare delivery.
At Lilly, we unite caring with discovery to make life better for people around the world. We are committed to building an inclusive workplace where diverse perspectives drive innovation and where employees are empowered to do their best work every day.
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.
Basic Qualifications
High School Diploma or GED.
Minimum of three years of experience in an administrative, coordinator, office management, or executive support role.
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.
Additional Skills and Preferences
Experience supporting multiple senior leaders simultaneously.
Strong organizational, prioritization, and project coordination skills.
Exceptional attention to detail and follow-through.
Excellent written, verbal, and interpersonal communication skills.
Demonstrated ability to manage competing priorities in a fast-paced environment.
Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Experience with Concur Travel and Expense Management.
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 minimal direction while exercising strong judgment.
Ability to handle highly confidential information with professionalism and discretion.
Proven ability to build relationships across all levels of an organization.
Experience supporting leaders within healthcare, technology, consulting, startup, or similarly dynamic environments is preferred.
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.