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 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, 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.