Administrative Assistant

Lilly • San Francisco, CA

18h • $19 - $37 • Onsite

About The Position

Lilly is seeking a highly organized, proactive, and collaborative Administrative Assistant to support leaders across the growing LillyDirect organization. The role provides integrated administrative and operational support in a fast-paced environment, serving as a trusted partner to leaders by helping optimize their time, improve efficiency, and advance business priorities. The position also supports site operations, talent processes, and Regional Administrative Solutions (RAS) initiatives, and collaborates with administrative colleagues across Lilly sites. The role is based in South San Francisco and is expected to work onsite consistent with Lilly's flexible work expectations.

The Administrative Assistant coordinates calendars, meetings, travel, expenses, business materials, onboarding, team activities, and recruiting logistics. The role maintains team resources and process documentation, supports routine administrative processes, handles confidential information with discretion, and provides guidance to colleagues on administrative tools and self-service options. The position also contributes to backup coverage, cross-training, and continuous improvement, including responsible use of approved AI and other technology.

Requirements

• High school diploma or GED.
• At least three years of experience in an administrative, coordinator, office management, or executive support role.
• Authorization to work in the United States on a full-time basis; Lilly will not sponsor work authorization or visas for this role.

Nice To Haves

• 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.
• 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 is a plus.
• Sound judgment regarding responsible AI use, including protecting confidential information and verifying outputs.
• Ability to work independently with minimal direction and exercise sound judgment.
• Ability to handle highly confidential information professionally and discreetly.
• Ability to build relationships across all levels of an organization.
• Experience supporting leaders in healthcare, technology, consulting, startup, or similarly dynamic environments.

Responsibilities

• Proactively manage complex, frequently changing calendars for multiple LillyDirect leaders and resolve scheduling conflicts.
• Coordinate internal and external meetings across time zones, functions, and stakeholders.
• Plan leadership meetings, team offsites, town halls, and strategic planning sessions; arrange rooms, virtual meeting logistics, catering, and materials as needed.
• Use approved AI tools to streamline routine work such as meeting preparation, drafting communications, summarizing, and document creation, while checking accuracy and protecting confidentiality.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, visas, and travel documentation; adapt complex itineraries as business needs change.
• Process expense reports, reconcile corporate card transactions, and assist leaders with expense questions and compliance requirements.
• Support leaders with administrative processes and prepare presentations, reports, agendas, and other business materials.
• Maintain organization charts, distribution lists, collaboration sites, and team resources.
• Coordinate new-hire onboarding and team integration, employee engagement activities, team events, and leadership communications.
• Track action items and follow up on key deliverables when appropriate.
• Manage confidential and highly sensitive information with discretion and professionalism.
• Create and maintain process documentation, standard operating procedures, and reusable resources aligned with RAS and applicable Administrative Services Center standards.
• Guide supported and non-supported colleagues through routine administrative processes and tools, including self-service and AI tools.
• Support candidate communications and coordinate interviews in Workday and Outlook, including schedules, seminars or recruiting activities, and candidate travel authorization as needed.
• Build working relationships across LillyDirect, Lilly business units, and external partners; collaborate with the Lilly administrative assistant community.
• Provide backup support for other administrative professionals, maintain handoff information, cross-train on critical responsibilities, and help ensure continuity of support.
• Identify, recommend, and help implement process improvements, technology, automation, and AI-enabled tools to improve efficiency and productivity.
• Adapt to changing business priorities and participate in LillyDirect, RAS, and cross-functional initiatives as needs evolve.
• Perform other site-related responsibilities as needed.

Benefits

• Company bonus eligibility, depending in part on company and individual performance.
• Eligibility to participate in a company-sponsored 401(k) and pension.
• Vacation benefits.
• Medical, dental, vision, and prescription drug benefits.
• Flexible benefits, including healthcare and/or dependent day care flexible spending accounts.
• Life insurance and death benefits.
• Certain time-off and leave-of-absence benefits.
• Well-being benefits, including an employee assistance program, fitness benefits, and employee clubs and activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED