Administrative Assistant

Roche Holding AG; Riyadh; On-site; SAR 60,000 - 90,000; Full time

Job summary

Roche recherche un(e) Assistant(e) administratif(ve) pour soutenir les équipes Access, Finance et Portefeuille. Vous assurerez une documentation standardisée, le suivi de conformité et les opérations quotidiennes entre les départements.

Le poste nécessite 2 à 4 années d'expérience en support administratif, une maîtrise des outils documentaires (SharePoint/Confluence) et la gestion des achats/PO, en conformité avec les procédures internes.

Qualifications

• Diplôme d'études secondaires requis; diplôme associatif ou licence en administration recommandée.
• 2–4 années d'expérience dans un rôle d'assistance administrative, de conformité ou d'opérations.
• Maîtrise des outils de gestion documentaire et des systèmes d'entreprise; familiarité avec les signatures électroniques et les bases de données internes.

Responsibilities

• Gestion des contrats et accords (rédaction, révision, signature électronique).
• Suivi des achats et du processus POs avec les équipes financier et projet.
• Bonne gestion documentaire et contrôle de version sur SharePoint/Confluence.

Skills

Organizational skills

Attention to detail

Proofreading

Communication

Education

High School Diploma or equivalent

Associate's or Bachelor's degree in Business Administration or related field

Tools

SharePoint

Confluence

DocuSign

ERP/PO tools

MS Office

Google Workspace

Job description

Chez Roche, vous pouvez être vous-même et être apprécié pour les qualités uniques que vous apportez. Notre culture encourage l'expression personnelle, le dialogue ouvert et les connexions authentiques, où vous êtes valorisé, accepté et respecté pour ce que vous êtes, vous permettant de prospérer tant personnellement que professionnellement. Voici comment nous visons à prévenir, arrêter et guérir les maladies et à garantir à chacun l'accès aux soins de santé aujourd'hui et pour les générations à venir. Rejoignez Roche, où chaque voix compte.

La position

Position Title: Administrative Assistant

Job Summary The Administrative Assistant provides critical operational, compliance, and logistical support to the Access, Finance and Portfolio teams. This role ensures standardized documentation, rigorous compliance tracking, and seamless daily operations across both departments.

Key Responsibilities

1. Contracts & Agreements Management

• Drafting & Preparation: Prepare standard contracts, operational agreements, vendor arrangements, and Memorandums of Understanding (MOUs) using pre-approved company templates based on project details.
• Review & Proofing: Update draft agreements by incorporating feedback, standard revisions, and legal terms from internal team members and stakeholders.
• Signature Routing: Manage the end-to-end digital signature process for internal leadership and external partners using electronic signature tools (e.g., DocuSign).

2. Tracking, Compliance & System Administration

• Data & System Entry: Input, log, and maintain accurate activity records in internal databases and tracking platforms.
• Purchase Orders & Procurement Support: Lead the creation and tracking of Purchase Requests (PRs) and Purchase Orders (POs) by working closely with finance and project teams.
• Agreement Lifecycle Tracking: Maintain clean, centralized dashboards and spreadsheets to track active, pending, and expiring contracts and policies.
• Renewals & Expiration Alerts: Monitor key contract end dates and proactively alert relationship managers and team leads when agreements need renewal or periodic review.
• Compliance & Milestones: Track and log administrative deadlines and reporting requirements tied to active agreements to ensure total compliance.

3. Document Control & Knowledge Sharing

• Centralized Document Hub: Manage and organize shared document repositories (e.g., SharePoint, Confluence), ensuring consistent file organization, clear version control, and proper archiving of outdated files.
• Knowledge Management: Organize operational plans, project trackers, and reference materials so they are easy for team members across both departments to find and use.

4. Daily Operations & Team Logistics

• Meeting Coordination: Schedule and coordinate internal team meetings, manage calendar invites, and handle logistics for external vendor or partner calls.
• Meeting Minutes & Action Items: Attend key meetings to capture clear, concise meeting summaries and assign/track follow-up tasks.
• General Administrative Support: Provide proactive day-to-day administrative support to keep team operations running smoothly.

5. Financial & Administrative Operations

• Manual Payments: Handle manual payment processing including SADAD, wire transfers, and other governmental payments.
• Corporate Credit Card Administration: Manage corporate credit card administrative processes, tracking, and reconciliation support.
• Telecommunication Administration: Oversee telecom services, accounts, and operational administration for the team.
• Transparency Reporting: Ensure accurate compliance tracking and transparency reporting for HCP/HCO spend.

Qualifications & Experience

• Education: High School Diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration or a related field preferred.
• Experience: 2–4 years of experience in an administrative support, compliance tracking, or operations role.
• Technical Proficiency:
  • Hands‑on experience with document control tools (e.g., SharePoint, Confluence).
  • Proficiency in electronic signature platforms (e.g., DocuSign).
  • Working knowledge of enterprise systems (ERP/PO creation tools) and internal databases.
  • High proficiency in standard office suites (MS Office, Google Workspace).
• Skills: Strong organizational abilities, high attention to detail, excellent proofreading skills, and clear written/verbal communication.

Key Behaviors

• Proactive & Solution-Oriented: Anticipates upcoming deadlines, flags expiring agreements, and addresses operational bottlenecks before they escal
• Rigorous Attention to Detail: Demonstrates high precision in document drafting, version control, and tracking compliance deadlines.
• Discretion & Confidentiality: Handles sensitive legal agreements, internal policies, and operational data with total confidentiality and professional judgment.
• Adaptability & Multi-Tasking: Seamlessly shifts focus between different team requirements, balancing routine administration with urgent logistical requests.
• Collaborative Mindset: Maintains effective working relationships across cross‑functional departments and external stakeholders.

Core Values

• Integrity & Compliance: Upholds strict organizational standards, ensuring all agreements, policies, and process steps meet compliance requirements.
• Operational Excellence: Continuously strives for efficiency, clarity, and standardization across documentation and workflows.
• Accountability: Takes full ownership of assigned tasks, meeting deadlines, and ensuring clear follow-through on action items.
• Service Orientation: Committed to providing reliable, timely, and supportive service to internal team members and external partners.

Qui nous sommes

Un avenir plus sain nous pousse à innover. Ensemble, plus de 100 000 employés à travers le monde sont dédiés à faire progresser la science et à garantir à chacun l'accès aux soins de santé aujourd'hui et pour les générations à venir. Nos efforts aboutissent à plus de 26 millions de personnes traitées avec nos médicaments et plus de 30 milliards de tests réalisés avec nos produits de Diagnostique. Nous nous encourageons mutuellement à explorer de nouvelles possibilités, à favoriser la créativité et à conserver nos grandes ambitions, afin de fournir des solutions de santé qui changent des vies et ont un impact mondial.

Construisons ensemble un avenir plus sain.

Roche est un employeur offrant l'équité en matière d'emploi.