Executive Administrative Assistant

Genentech • 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, complex operational and strategic administrative support to the Oncology and Genetics Life Cycle Leader and their team. Based in the Pleasanton office, this role requires considerable judgment, initiative, and strict confidentiality. It serves as a departmental hub for administrative excellence, streamlining processes and supporting day-to-day operations and large-scale projects. The position coordinates communications, calendars, data maintenance, office supplies, mail, and activities involving other departments and external parties, and may contact employees at all organizational levels to gather information. Assignments may span various functional areas.

The role manages executive calendars and complex domestic and international travel, coordinates communications, and plans meetings and large-scale events, including launch and project team events with budget responsibility. It also supports team culture activities; assists with budgets, travel and expense costs, purchase orders, expense reports, and financial discrepancy analysis; and coordinates interview scheduling, office moves, supplies, and vendor relationships.

Additional duties include preparing and formatting presentations, reports, legal documents, and other business materials; handling confidential business and financial information; maintaining department Intranet pages and gDrives; serving as a subject matter expert on operational and administrative processes; leading systems, process, and compliance training; supporting onboarding; collaborating with other administrative professionals and executive assistants; and participating in or leading administrative projects. Other duties may be assigned by management.

Requirements

• High school diploma required.
• At least 4 years of relevant administrative assistant experience.
• Working knowledge of Gmail and other Google software, including Sheets and Docs, as well as Microsoft Office applications including Word, Excel, PowerPoint, and Access.
• Excellent attention to detail and effective planning and organizational skills, including experience managing multiple tasks and assignments.
• Strong verbal and written communication skills, with the ability to communicate clearly, concisely, thoroughly, professionally, and promptly with internal and external stakeholders.
• Demonstrated ability to handle 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, with the ability to influence others without authority.
• Strong interpersonal skills and organizational savvy, including the ability to navigate internally to identify appropriate resources and contacts efficiently.

Nice To Haves

• 6 years of relevant administrative assistant experience preferred.

Responsibilities

• Manage the Leader’s calendar and agenda using effective time-management practices.
• Coordinate complex domestic and international travel, conference calls, and conference attendance for the Leader and potentially the broader team.
• Coordinate executive communications and materials across the organization.
• Plan and organize team meetings, including arrangements, agendas, meeting materials, and minutes.
• Plan and organize large-scale launch and project team events, with budget responsibility.
• Organize employee and team events, including anniversaries, joining and farewell celebrations, and team-building activities.
• Assist with team budgets and monitor travel and expense costs.
• Research and analyze financial discrepancies; create and submit purchase orders; compile expense reports.
• Coordinate functional interview scheduling, office moves, office supplies, and vendor relationships.
• Edit and format executive presentations, reports, legal documentation, and other business materials.
• Compile confidential business and financial information.
• Manage department Intranet pages and gDrives, and support logical filing and organization of critical information.
• Serve as a subject matter expert for operational and administrative inquiries and organizational policies and procedures.
• Lead departmental work on new systems, processes, and training compliance; may serve as the Training Solution Tool Administrator.
• Develop administrative training materials and tools, and support onboarding and training of new staff.
• Participate in internal meetings with administrative professionals, promote improved ways of working, and foster collaboration and knowledge exchange.
• Partner with other Executive Assistants and provide flexible backup support to 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.

Benefits

• A discretionary annual bonus may be available based on individual and Company performance.
• The position qualifies for company benefits, as detailed at the referenced benefits link.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED