Administrative Assistant

Roche • Pleasanton, CA

15d • $66,200 - $123,000 • Hybrid

About The Position

At Roche, we foster a culture where you can be yourself, embracing your unique qualities. Our environment encourages personal expression, open dialogue, and genuine connections, ensuring you are valued, accepted, and respected. This allows you to thrive both personally and professionally as we work to prevent, stop, and cure diseases and ensure access to healthcare for all, now and for generations to come. Join Roche, where every voice matters.

The Position
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.

Requirements

• Associates Degree or equivalent experience
• Proven experience with relevant administrative assistance, ideally having worked in a global team environment.
• 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
• An eye for business with a deep understanding of business processes and the ability to perform financial and other business analyses and reports
• Good verbal and written communication skills.
• Able to communicate clearly and concisely, in a highly professional and timely manner with all partners and you bring attention to detail
• Experienced in developing and/or delivering group presentations, training documents and services tools
• Can demonstrate a track record and experience in handling highly confidential or sensitive information in a consistently appropriate and effective manner
• Eager to learn and willing to proactively contribute to the overall success of the organisation and the wellbeing of our team.
• Leadership and partnership skills and the aptitude to drive process improvement initiatives within an organisation.
• 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

Responsibilities

• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree