Principal Administrative Assistant

Roche • San Diego, CA

4d • Onsite

About The Position

Genentech San Diego is seeking a Principal Administrative Assistant to coordinate the smooth operation of a 220 person site with both R&D and Manufacturing functions. This site works to create new therapies through advanced cell and gene therapy applications. This position will report directly to the Site Head and will provide frequent administrative support to the leadership team. This is a demanding, high visibility role, and the incumbent will interface with senior leaders locally as well as with individuals from the global Roche and Genentech community. This position requires presence on site, the ability to effectively multi-task and to solve problems within the scope of this role. The successful candidate will be responsible for providing highly skilled, efficient, and effective administrative and organizational support to the site leadership team. The Opportunity Independently manage complex scheduling across multiple time zones while coordinating top management levels of internal and external stakeholders with a high level of confidentiality. Plan, organize, and execute large-scale meetings, summits, and offsite/onsite events involving cross-functional stakeholders and multi-time zone coordination. Partner with managers to design agendas, manage meeting materials, and lead department-wide events like global town halls, congresses, and team meetings. Draft communications and collaborate with leadership and communications teams to plan, track, prepare, and execute internal communication strategies, including feedback collection. Oversee space planning strategies for team placement, working with leadership to gauge employee engagement and enhance team collaboration through informal pulse checks. Provide administrative support to site leaders, including scheduling, travel arrangement, business expense reconciliation, and assistance with high-profile visitor coordination. Prepare meeting agendas, modify presentations, distribute documents, take minutes, and track action items for leadership and cross-functional meetings. Handle operational needs, including meal orders, office supply procurement, technical setup for remote meetings, and logistical support for executive travel and accommodations. Expert knowledge of IT systems and collaboration tools; manage departmental websites, internal platforms, newsletters, and maintain organized files and trackers.

Requirements

• Bachelor’s degree (or equivalent work experience) and 5-7 years related administrative experience.
• Very high level of accuracy in all aspects of the role and associated deliverables.
• Advanced software and technology skills with a focus on Google Suite, and Concur.
• Exceptional ability to prioritize.
• Excellent communication (verbal and written) skills.
• Demonstrated ability to take initiative, anticipate needs and exercise independent, thorough, thought processes and judgment.
• Ability to exercise good judgment, think quickly creatively to solve problems or deal with unique or sensitive situations.
• Excellent interpersonal and project management skills as well as the ability to communicate clearly at all levels internal and external to the organization.
• Must be flexible and adaptive to a dynamic work environment.
• Ability to exercise discretion and independent judgment regarding highly sensitive and external communications.

Nice To Haves

• Experience with life sciences organizations strongly preferred.
• Strong interest in being part of a team that focuses on positively impacting patient lives.

Responsibilities

• Independently manage complex scheduling across multiple time zones while coordinating top management levels of internal and external stakeholders with a high level of confidentiality.
• Plan, organize, and execute large-scale meetings, summits, and offsite/onsite events involving cross-functional stakeholders and multi-time zone coordination.
• Partner with managers to design agendas, manage meeting materials, and lead department-wide events like global town halls, congresses, and team meetings.
• Draft communications and collaborate with leadership and communications teams to plan, track, prepare, and execute internal communication strategies, including feedback collection.
• Oversee space planning strategies for team placement, working with leadership to gauge employee engagement and enhance team collaboration through informal pulse checks.
• Provide administrative support to site leaders, including scheduling, travel arrangement, business expense reconciliation, and assistance with high-profile visitor coordination.
• Prepare meeting agendas, modify presentations, distribute documents, take minutes, and track action items for leadership and cross-functional meetings.
• Handle operational needs, including meal orders, office supply procurement, technical setup for remote meetings, and logistical support for executive travel and accommodations.
• Expert knowledge of IT systems and collaboration tools; manage departmental websites, internal platforms, newsletters, and maintain organized files and trackers.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level