Senior Administrative Business Partner

F. Hoffmann-La Roche AG; Madrid; On-site; EUR 55,000 - 75,000; Full time

Job summary

Roche in Madrid seeks a Senior Administrative Business Partner to expertly manage executive schedules, plan events, and coordinate cross‑functional initiatives within Patient Safety & Medical Affairs leadership. You will streamline workflows, prepare briefing materials, and drive follow-ups to keep teams aligned.

In this role you will handle confidential information with discretion, arrange complex domestic and international travel, and support communications across multilingual teams.

Qualifications

• Fluent English speaker with experience in international teams.
• Track record of supporting senior leadership with calendar and priorities.
• Strong organizational and problem‑solving skills.

Responsibilities

• Manages independently complex administrative functions, including high-level scheduling, event planning and project coordination.
• Establishes leadership cadence and prepares briefing materials for meetings and governance cadences.
• Drives action-item follow-ups and cross-functional initiatives to improve efficiency.
• Coordinates internal communications and all-hands meetings across teams.
• Manages complex domestic and international travel and logistics with attention to detail.
• Handles confidential operational tasks with discretion and professional judgment.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Meeting coordination

Education

Bachelor's degree

Tools

Project management tools

Office software

Job description

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 Senior Administrative Business Partner independently manages complex administrative functions, including high-level scheduling, project coordination, and event planning, while serving as an operational partner to the Patient Safety & Medical Affairs leadership team. By applying advanced financial management knowledge and proficiency in organizational tools, you will play a significant role in team strategy, proactively streamline administrative processes, and handle a wide range of problems with autonomy to contribute to operational goals. In addition to traditional administrative stewardship, this role anchors our leadership operating model and operational drumbeat. You will curate executive agendas, drive action-item follow-ups, support internal team communications and engagement and coordinate cross-functional initiatives across Patient Safety and Medical Affairs.

Description of the area

Job Responsibilities

Scope / (Content Leadership)

Manages independently complex administrative functions, including high-level scheduling, event planning and project coordination. Establishes and manages the leadership team’s operational drumbeat and rhythm of business, including weekly leadership meetings, functional reviews and governance cadences. Curates leadership agendas with the department lead, ensures pre-reads and briefing materials are distributed ahead of time and drives post-meeting action-item accountability across workstreams. Provides structured input on improving administrative processes, team workflows and overall organizational efficiency, improving administrative processes and workflows.

Accountability/Problem Solving

Independently handles a wide range of operational problems and offers solutions to optimize efficiency. Takes ownership of departmental projects and operational initiatives, seeing them through to completion with minimal supervision.

Stakeholder Management

Interacts with both internal and external stakeholders, including senior management, global counterparts, and key partners, managing relationships to ensure smooth communication and workflow. Supports internal team communications and engagement initiatives, including coordinating all-hands meetings, town halls, departmental updates, and offsites. Designs agendas and coordinates logistics for workshops and team-building sessions to foster cross-functional collaboration across Medical Affairs and Safety functions.

Impact/Strategy

Plays a significant role in team strategy by streamlining administrative processes and contributing to departmental operational goals. Proactively tracks progress against team milestones and deliverables, helping prepare presentation materials, slide decks and executive readouts. Identifies continuous improvement opportunities within administrative and business workflows to elevate leadership team productivity.

Complexity/ (Product Size)

Manages complex executive schedules and coordinates comprehensive administrative support for larger teams and multiple concurrent projects. Organizes complex domestic and international travel arrangements, high-profile visitor logistics and large-scale team events with significant attention to detail. Handles higher-complexity, confidential operational tasks with complete discretion and professional judgment.

Business/Technical ability

Displays advanced knowledge of financial management processes, managing purchase order creation, invoice processing and accruals with minimal guidance. Applies a strong understanding of organizational tools, systems and operating procedures. Utilizes advanced proficiency in technical software and office management tools, including project management and collaboration platforms, to keep the department synchronized.

Qualifications

Education / Experience

Proven experience independently managing complex administrative functions, including high-level scheduling, event planning and project coordination. Demonstrated experience supporting leadership operational cadences, including agenda curation, meeting governance and action tracking. Experience interacting with and managing relationships across both internal and external stakeholders, including senior management and key partners. Track record of taking ownership of projects or initiatives and seeing them through to completion with minimal supervision. Fluent English speaker with proven experience working in international and multilingual teams.

Technical Skills

Advanced knowledge of financial management processes, including managing purchase order creation, invoice processing and accruals. Advanced proficiency in technical software and office management tools, with hands‑on experience using project management and collaboration platforms. Strong understanding of organizational tools, systems and corporate procedures.

Additional Qualifications

Strong problem‑solving skills with the ability to independently handle a range of operational issues and offer solutions that optimize efficiency. Significant attention to detail for managing complex schedules, financial tracking and coordinating support for larger teams or multiple projects. Proactive mindset for identifying areas to streamline administrative processes, enhance internal engagement and maintain the team's operational momentum.

Who we are

A healthier future drives us to innovate. Together, more than 100’000 employees across the globe are dedicated to advance science, ensuring everyone has access to healthcare today and for generations to come. Our efforts result in more than 26 million people treated with our medicines and over 30 billion tests conducted using our Diagnostics products. We empower each other to explore new possibilities, foster creativity, and keep our ambitions high, so we can deliver life‑changing healthcare solutions that make a global impact. Let’s build a healthier future, together. Roche is an Equal Opportunity Employer. We believe it’s urgent to deliver medical solutions right now – even as we develop innovations for the future. We are passionate about transforming patients’ lives. We are courageous in both decision and action. And we believe that good business means a better world. That is why we come to work each day. We commit ourselves to scientific rigor, unassailable ethics, and access to medical innovations for all. We do this today to build a better tomorrow. We are proud of who we are, what we do, and how we do it. We are many, working as one across functions, across companies, and across the world. We are Roche.