Executive Administrative Assistant

Roche•Pleasanton, CA

1d•$73,400 - $136,400•Onsite

About The Position

Roche is seeking an adaptable, highly organized, and proactive Executive Administrative Partner to provide advanced, strategic administrative support to an assigned leader and team. The role is based in the Pleasanton office and supports the Oncology and Genetics Life Cycle Leader. It handles complex operational work requiring judgment, initiative, and strict confidentiality, and serves as a departmental hub for administrative excellence, day-to-day operations, and large-scale projects. The position coordinates communications, calendars, data maintenance, office supplies, mail, and activities involving other departments and outside parties. It may contact employees at all organizational levels to gather information and represents the team professionally. Assignments may span various functional areas. The role manages executive scheduling and travel; plans meetings and events; supports budgets, expenses, purchasing, and office operations; prepares and organizes documents and digital information; and serves as a subject matter expert and lead for systems, processes, training, and onboarding. It also collaborates with administrative colleagues, backs up other leaders and teams, and participates in or leads administrative projects. The position requires a high school diploma and at least four years of relevant administrative assistant experience; six years is preferred. The expected annual salary range for the Pleasanton location is $73,400–$136,400. Actual pay depends on experience, qualifications, geographic location, and other job-related factors. A discretionary annual bonus may be available based on individual and company performance. Relocation benefits are not available. The posting states that the position qualifies for benefits but does not specify them.

Requirements

High school diploma.
At least 4 years of relevant administrative assistant experience.
Working knowledge of Gmail and Google software such as Sheets and Docs, as well as Microsoft Office applications including Word, Excel, PowerPoint, and Access and related office software.
Excellent attention to detail, planning, and organizational skills, including experience managing multiple tasks and assignments.
Strong verbal and written communication skills; ability to communicate clearly, concisely, thoroughly, professionally, and promptly with internal and external partners and stakeholders.
Proven experience handling highly confidential or sensitive information appropriately and effectively.
Business and financial acumen, including understanding business operations and the ability to perform financial and other business analyses and reporting.
Problem-solving and decision-making skills.
Leadership skills and ability to drive process-improvement and best-practice initiatives across an organization.
Partnering and negotiation skills, ability to influence without authority, strong interpersonal skills, organizational savvy, and ability to locate appropriate internal resources and contacts efficiently.
Willingness to learn and proactively contribute to business success and team health.

Nice To Haves

6 years of relevant administrative assistant experience is preferred.

Responsibilities

Manage the leader’s calendar and agenda using effective time-management practices, balancing planned and unplanned work.
Book and manage complex domestic and international travel, conference calls, and conference attendance for the manager and potentially the broader team.
Coordinate executive communications and materials across the organization.
Plan and organize team meetings, including arrangements such as hotels, catering, and social events; prepare agendas and materials and take minutes.
Plan and organize large-scale launch and project team events, with full budget responsibility for those initiatives.
Organize employee and team events, including anniversaries, joining and farewell celebrations, and team-building activities.
Assist with the team budget and monitor travel and expense costs; research and analyze financial discrepancies, create and submit purchase orders, and compile expense reports.
Coordinate departmental or functional interview scheduling, office moves, office supplies, and vendor relationships.
Edit and format executive-level presentations, reports, legal documentation, and other business materials; compile confidential business and financial information.
Manage and maintain department Intranet pages and gDrives, and help organize and file critical information.
Serve as a go-to resource for operational and administrative inquiries, applying knowledge of organizational policies and procedures.
Lead departmental adoption of new systems and processes and training compliance; may serve as the team’s Training Solution Tool Administrator.
Develop and deliver administrative training materials and tools, and support onboarding and training of new department staff on processes, systems, practices, and tools.
Participate in internal meetings with other administrative professionals, promote improved ways of working, improve processes, and exchange ideas and support.
Partner with other Executive Assistants and provide flexible backup support to other leaders and teams as needed.
Participate in or lead administrative project initiatives within or outside the functional area.
Perform other duties as assigned by management.