Lead Specialist – Administration Services

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 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 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