Lead Specialist – Administration Services

Eli Lilly and Company; Katwijk; On-site; EUR 42,000 - 62,000; Full time

Job summary

Eli Lilly and Company in the Netherlands seeks an organized Site Operations Administrator to support day-to-day office and site activities at the Leiden site during construction and beyond.

You will manage calendars, logistics, facilities coordination, onboarding for new hires, and maintain compliant records, while ensuring Dutch regulations and GMP awareness are integrated into daily operations.

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).
• Fluent in English and Dutch (written and spoken).

Responsibilities

• Provide direct administrative support to the Site Head, Site Lead Team and Leadership — calendar management, travel coordination, meeting logistics, and correspondence.
• Prepare/review presentations, communication material, site metrics reports, etc.
• Coordinate and prepare logistics for site visits, leadership meetings, governance forums, and stakeholder engagements.
• Manage site communications and announcements in English and Dutch as appropriate.
• Maintain organized and compliant filing and record systems.
• Support onboarding logistics for new site hires and local orientation.

Skills

Microsoft 365

English & Dutch

Education

Bachelor's degree in business administration or related field

Job description

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 complexities of large-scale capital projects and manufacturing environments alongside a diverse, international workforce. This position starts with a 12-month initial contract, with the intention of offering a permanent contract based on mutual fit.

Key Objectives/Deliverables

Site & Facilities Operations

• Manage all day-to-day office and site administrative operations for Lilly Leiden Manufacturing 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 ensure 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 activities 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 engagement events, employee communication activities, external 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.
• Prepare/review presentations, communication material, site metrics reports, 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 orders and provide 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 programs
• 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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