Lead Specialist – Administration Services

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.

Responsibilities

The role is a critical enabler of day-to-day site effectiveness. It demands   someone who is highly organized, proactive, culturally sensitive, and   comfortable navigating the   complexit ies   of large-scale capital project s and manufacturing   environment s   alongside a diverse, international workforce .

This position starts with a 12-month contract, with the intention of offering a permanent contract based on mutual fit. (Dienstverband: tijdelijk met uitzicht op vast)

Key Objectives/Deliverables: 

Site & Facilities Operations

Manage all day-to-day office and site administrative operations for   Lilly   Leiden   Ma nufacturing Site   starting with   the construction phase

Oversee   and/or coordinate   facilities management   of the temporary office space and future administrative building, including, office layout, maintenance, cleaning, security access, and site services contracts

Partner   with local vendors, suppliers, and service providers; and administer service contracts   in accordance with   Lilly procurement policies

Coordinate with the construction project team on office space planning,   logistics , and site access protocols during construction and commissioning phases

Partner with EHS team to e nsure office environments are safe, GMP-aware, and compliant with Dutch health and safety regulations .

Support onboarding   logistics   for new site hires, workspace setup, IT access, welcome packs, local orientation , and   any   additional   requirements for international hires

Provide training as   required .   Assists   in developing and revising procedures and guides for management of plant administrative activitie s and operations

Develop and   maintain   an integrated calendar of site activities that affect the   Leiden   Manufacturing   population .    Manage   site distribution lists and   the integrated scheduling of all   Site   e ngagement events,   e mployee communication activities,   e xternal visits to the site,   leaders’   forums, external audits, etc.

Executive & Leadership Support

Provide direct administrative support to the Site Head ,   Site Lead   Team   and Leadership, calendar management, travel coordination, meeting   logistics , and correspondence .

P repare /review   presentations, communication material, site metrics report s , etc .

Coordinate and prepare   logistics   for site visits, leadership meetings, governance forums, and stakeholder engagements (including GFD Steering Team, Lilly executive visits, and regulatory agency interactions)

Manage site communications and announcements in both English and Dutch as appropriate

Finance & Budget

Manage purchase order s   and   p rovide   budget management   and reporting   support as needed

Manage procurement of office supplies, equipment, and site services in compliance with Lilly's purchasing policies

Records, Compliance & Document Control

Maintain organized and   compliant   filing   and record   systems, physical and digital, aligned to Lilly's document management standards

Partner with site leaders to ensure   office environment   complies with   applicable Dutch regulations including GDPR, Arbo wet (working conditions), and local municipality requirements

Culture ,   Engagement   & Site Communication

Help build a strong site identity and culture from day one, coordinate team events, celebrations, site traditions, and community engagement activities

Act as a cultural bridge between the international leadership team and local Dutch colleagues and community

Support EHS initiatives including office safety, emergency procedures, and wellbeing program s

Monitor, implement and track the execution of the   site Communication Plan .     Ensures all public media (public monitors, poster displays, etc.) are managed and kept up to date, accurate and relevant in accordance with the site communication strategy and in partnership with the   HR   Strategic Business Partner and Site Head. Be a point person for internal digital media used to communicate with the   Site employees   (email,   engage , etc.).

Basic Qualifications

Bachelor’s degree in   business administration , Office Management, or related field

5 + years of experience in an office management or executive assistant role in a multinational or complex environment

Proficiency   in Microsoft 365 (Outlook, Teams, SharePoint, Powerpoint, Excel, etc)

Fluent English and Dutch, written and spoken

Additional Skills/ Preferences

Ability to influence diverse groups and effectively manage relationships

Experience in a regulated industry (pharmaceutical, food, or similar) or construction/capital project environment ,

Highly organized, detail-oriented, and proactive, can manage multiple priorities simultaneously in a fast-moving environment

Warm, approachable, and culturally sensitive, comfortable working with people from diverse backgrounds

Discreet and trustworthy, handles sensitive and confidential information with professionalism

Problem-solver with a "can do" attitude, able to navigate ambiguity and find solutions in a greenfield environment where not everything is defined yet

Strong communicator at all levels, from site workers to senior executives

Familiarity with Dutch employment law, GDPR, and Arbo wet

This job description is intended to provide a general overview of the job requirements at the time it was prepared .    The job requirements of any position may change over time and may include   additional   responsibilities not specifically described in the job description. For GMP purposes, the job description should be updated for significant changes .    As always, you should consult with your supervisor   regarding   your   actual   job responsibilities and any related duties that may be   required   for the position.

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.

Lilly 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.

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