Administrative Assistant

At Roche you can show up as yourself, embraced for the unique qualities you bring. Our culture encourages personal expression, open dialogue, and genuine connections,  where you are valued, accepted and respected for who you are, allowing you to thrive both personally and professionally. This is how we aim to prevent, stop and cure diseases and ensure everyone has access to healthcare today and for generations to come. Join Roche, where every voice matters.

The Opportunity 

As a member of the Global Diagnostics Partnering Assistant Chapter, the Executive Assistant will be an integral part of a globally operating team. 

In this role, you will support the Partnering Leadership as a single point of contact with executive tasks and the various Networks and Chapters within Roche Diagnostics Partnering with a variety of highly sophisticated and ambitious administrative and operational activities, including but not limited to: 

Administrative support 

• Planning and coordinating meetings and/or team events e.g. booking of meeting room facilities, hotel accommodations, organizing AV requirements coordinating catering, flights, and arranging team building activities

• Arrange complex conference calls 

• Management of office supplies  

• Support coordinating complex travel: Provide guidance for travels and assist with complex travel arrangements (incl.  coordination of visa requirements & invitation letters)

• Assist with complex expense Reports through Concur

• Ensuring all travel and entertainment expenses strictly adhere to the company’s internal audit policies

• Managing budget, preparing and submitting purchase orders and maintaining vendor relations, accruals

• Interview scheduling 

• Cultural ambassador' for the team, acting in a professional and exemplary manner whilst supporting change management activities e.g. as AI tools

• Contact person for new software to implement in the department software and tools such as MyBuy, Concur.

• Catering 

• Planning and support of onboarding and offboarding activities, developing and/or deliver training and onboarding materials for new team members and potentially other stakeholder groups 

• Maintaining distribution (CIDM) lists

• Channeling executive and employee communications

• Routinely working with Executive Assistant(s) and supporting leadership by demonstrating flexibility, adaptability and positive behaviour in the face of change 

• Tracking contracts, arranging signatures 

• Arranging logistics for EDO`s ( express development opportunities) and shadowings

Project support 

• Support project and coordination of various initiatives

• Support Decision Committees (Partnering Decision Committees (CA PDC`s)

• Management and organization of complex events

• Management and organization of functional off-site meetings, Sprints and Trainings 

• Set up and maintaining of gSites 

• Actively participating in meetings with other professionals, promoting our ways of working and improvements to work processes, as well as sharing ideas and support amongst colleagues 

• Dedicated AI project support (e.g. every-day AI)

Lead Accountabilities

• Roche Partnering Meetings at JP Morgan Conference: Serve as the central logistical anchor and strategic liaison to the Pharma Partnering division, ensuring seamless operations before and during the conference. Key responsibilities include being the logistical SPoC, vendor and contact management, and support event and onsite operations. 

Who You Are:

• We are looking for a motivated and committed person able to inspire our team oriented towards the values of passion, integrity and courage! 

• You should have an Associates Degree or equivalent experience and proven experience with relevant administrative assistance, ideally having worked in a global team environment. 

Knowledge, Skills and Abilities 

• You are digitally literate in Microsoft Office applications, G-Suite and SAP. 

• AI-Savvy & Adaptable: Skilled in applying the latest AI tools with a strong drive to continuously learn and leverage rapidly evolving technology.

• Global Collaborator: You thrive in a global organization, successfully navigating both the high points and unique challenges of international teamwork.

• Balanced Office-First Approach: You embrace an office-centric routine, valuing in-person collaboration while maintaining an 80% office to 20% remote work ratio.

• Organisational and planning skills, including the coordination of multiple activities are part of your skills set

• You have an eye for business with a deep understanding of business processes and the ability to perform financial and other business analyses and reports 

• You have good verbal and written communication skills. You are able to communicate clearly and concisely, in a highly professional and timely manner with all partners and you bring attention to detail 

• You are experienced in developing and/or delivering group presentations, training documents and services tools 

• You can demonstrate a track record and experience in handling highly confidential or sensitive information in a consistently appropriate and effective manner 

• Moreover, you are eager to learn and willing to proactively contribute to the overall success of the organisation and the wellbeing of our team. You have leadership and partnership skills and the aptitude to drive process improvement initiatives within an organisation. You are capable of influencing others without authority and own strong collaboration, problem solving and decision making skills

• Strong interpersonal skills and considerable organisational skills are among your strengths and you know how to navigate internally to find the right resources and contacts quickly and effectively 

Relocation benefits are not available for this job posting.

Pay transparency

The expected salary range for this position based on the primary location of Pleasanton is 66,200.00 - 123,000.00 USD Annual.  Actual pay will be determined based on experience, qualifications, geographic location, and other job-related factors permitted by law.  A discretionary annual bonus may be available based on individual and Company performance.  This position also qualifies for the benefits detailed at the link provided below.

Benefits

A healthier future drives us to innovate. Together, more than 100’000 employees across the globe are dedicated to advance science, ensuring everyone has access to healthcare today and for generations to come. Our efforts result in more than 26 million people treated with our medicines and over 30 billion tests conducted using our Diagnostics products. We empower each other to explore new possibilities, foster creativity, and keep our ambitions high, so we can deliver life-changing healthcare solutions that make a global impact.

Let’s build a healthier future, together.

Roche is an equal opportunity employer. It is our policy and practice to employ, promote, and otherwise treat any and all employees and applicants on the basis of merit, qualifications, and competence. The company's policy prohibits unlawful discrimination, including but not limited to, discrimination on the basis of Protected Veteran status, individuals with disabilities status, and consistent with all federal, state, or local laws.

If you have a disability and need an accommodation in relation to the online application process, please contact us by completing this form Accommodations for Applicants.