Administrative Assistant

F. Hoffmann-La Roche AG; Riyadh; On-site; SAR 60,000 - 90,000; Full time

Job summary

Roche seeks an Administrative Assistant to provide essential operational, compliance, and logistics support to Access, Finance and Portfolio teams. You will ensure standardized documentation, track compliance, and manage daily operations across departments.

Your role includes drafting contracts, managing approvals, maintaining document hubs, and coordinating meetings. Proficiency with SharePoint, Confluence, DocuSign, and ERP/PO tools plus MS Office is expected.

Qualifications

• Education: High School Diploma or equivalent; associate or bachelor’s degree preferred.
• 2–4 years of administrative support, compliance tracking, or operations experience.
• Experience with document control tools (SharePoint, Confluence) and electronic signatures (DocuSign).
• Knowledge of ERP/PO creation tools and internal databases; proficient with MS Office/Google Workspace.

Responsibilities

• Draft and prepare standard contracts, operational agreements, and MOUs using pre-approved templates.
• Track compliance and manage contract milestones, renewals, and deadlines.
• Maintain centralized document repositories with clear version control and archiving.
• Coordinate meetings, capture minutes, and manage action items; provide general admin support.
• Process manual payments, manage corporate card admin, and oversee telecom administration.

Skills

Strong organizational abilities

Attention to detail

Proofreading skills

Written and verbal communication

Education

High School Diploma

Associate or Bachelor’s degree preferred

Tools

SharePoint

Confluence

DocuSign

ERP/PO creation tools

MS Office

Google Workspace

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.

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 escalate.

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.

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.