Executive Administrative Assistant

Roche; Pleasanton (CA); On-site; USD 73,000 - 136,000; Full time

Job summary

Roche in Pleasanton seeks an Executive Administrative Partner to support an Oncology and Genetics Life Cycle Leader. You will manage calendars, travel, communications, and complex administrative tasks, handling confidential information and coordinating cross-functional activities.

The role involves meeting and event planning, budget responsibilities, and training/onboarding of staff. It requires strong organization, communication, and leadership skills in a fast-paced healthcare environment.

Qualifications

• High School diploma required.
• 4+ years of relevant administrative assistant experience, 6 years preferred.
• Must have working knowledge of Gmail and other Google software (gSheets, gDocs, etc) in addition to MS Office applications: Word, Excel, PowerPoint, Access and related office software programs.
• Excellent attention to detail and effective planning and organizational skills are required and must have experience managing multiple tasks and assignments.
• Must have strong verbal and written communication skills. Communicates clearly, concisely, thoroughly and in a highly professional and timely manner with all internal and external partners/stakeholders.
• Proven track record and experience handling highly confidential or sensitive information in a consistently appropriate and effective manner
• Business and financial acumen; have an in-depth understanding of business operations and is capable of performing financial and other business analyses and reporting
• Eagerness to learn and willingness to proactively contribute to overall business success and team health
• Problem-solving and decision-making skills
• Leadership skills and ability to drive process improvement best practice initiatives across an organization
• Partnering and negotiation skills and ability to influence others without authority; strong interpersonal skills and considerable organizational savvy; knows how to navigate internally to find the appropriate resources and contacts in an expeditious and effective manner

Responsibilities

• Calendar management for the Leader’s schedule and agenda with best-practice time management.
• Book and manage complex domestic and international travel logistics, conference calls, and attendance.
• Channel executive communications and materials efficiently across the organization.
• Plan and organize team meetings, manage arrangements, and prepare agendas, minutes.
• Plan and organize large-scale events with full budget responsibility.
• Organize employee and team events, anniversaries, and team-building activities.
• Assist with the team budget, monitor Travel & Expenses costs, and prepare expense reports.
• Coordinate interview scheduling, office moves, and vendor relationships.
• Edit and format executive-level presentations, reports, and legal documents.
• Manage department Intranet pages and GDrives for critical information.
• Serve as go-to person for operational inquiries and lead onboarding/training materials.
• Lead new systems/process training and act as Training Solution Tool Administrator.
• Participate in cross-functional meetings, promote new ways of working, and support process improvements.
• Provide backup support to other leaders and teams as needed.

Skills

Attention to detail

Communication skills

Organizational skills

Confidentiality handling

Problem-solving

Leadership

Negotiation

Team collaboration

Calendar management

Travel coordination

Education

High School diploma

Tools

Gmail

Google Sheets

Google Docs

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

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

A healthier future. It is what drives us to innovate. To continuously advance science and ensure everyone has access to the healthcare they need today and for generations to come. Creating a world where we all have more time with the people we love.

The Opportunity

We are seeking an adaptable, highly organized, and proactive Executive Administrative Partner to support an assigned Leader and their team. This role handles highly advanced and complex operational tasks, requiring considerable judgment, initiative, and the strict maintenance of confidentiality. You will serve as the departmental hub for administrative excellence, streamlining processes and supporting both day-to-day operations and large-scale projects.

This Pleasanton office based position provides strategic administrative support to the Oncology and Genetics Life Cycle Leader, navigating complex details and performing advanced administrative duties. Coordinates communication, calendar scheduling, data maintenance, ordering of department office supplies and mail handling. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information. Work is generally of a critical or confidential nature. Represents the team in a professional manner. Assignments may be in various functional areas.

Key Responsibilities:

• Strategic Calendar Management: Manage the Leader’s calendar and agenda using best-practice time management principles, ensuring an effective and efficient balance of planned and unplanned work
• Travel Coordination: Book and manage complex domestic and international travel logistics, conference calls, and conference attendance for the manager and potentially the broader team
• Communication Hub: Channel executive communications and materials efficiently across the organization

Event, Meeting & Culture Planning

• Comprehensive Meeting Management: Plan and organize team meetings, managing arrangements (hotel bookings, catering, social events). Proactively prepare agendas, gather necessary materials and take minutes
• Specialized Event Execution: Plan and organize large-scale events, including Launch and Project Team Events, holding full budget responsibility for these initiatives
• Team Culture: Organize employee and team events, such as company anniversaries, joining and farewell celebrations, and team-building activities

Financial & Operational Administration

• Budget & Expense Management: Assist with the team budget, closely monitoring Travel & Expenses (T&E) costs. Research and analyze financial discrepancies, create and submit purchase orders, and compile expense reports
• Office Operations: Coordinate department/functional interview scheduling, office moves, office supply management, and vendor relationships

Information & Document Management

• Document Preparation: Edit and format executive-level presentations, reports, legal documentation, and other business materials. Compile highly confidential business and financial information
• Digital Organization: Manage and maintain department Intranet pages and gDrives, assisting with the logical filing and organization of critical information

Departmental Leadership & Training

• Subject Matter Expert: Serve as the “go-to person” for general operational or administrative inquiries, requiring exceptional knowledge of organizational policies and procedures
• Systems & Training Lead: Act as the department lead on new systems, processes, and training compliance. May act as the Training Solution Tool Administrator for the team
• Onboarding & Development: Develop and deliver administrative services training materials and tools. Support the onboarding and training of new department staff on processes, systems, practices, and tools

Cross-Functional Collaboration & Projects

• Network Engagement: Actively participate in internal company meetings with other administrative professionals, promote new ways of working, improve work processes, and foster an exchange of ideas and support among colleagues
• Team Partnership: Partner routinely with other Executive Assistants and provide flexible, positive backup support to other leaders and teams as needed, adapting quickly to change
• Project Initiatives: Actively participate in (or lead, as appropriate) administrative project initiatives within or outside the functional area
• General Duties: Perform other duties as assigned by management

Who You Are:

Experience:

• High School diploma required
• At least 4 years of relevant administrative assistant experience, 6 years preferred.

Knowledge, Skills and Abilities:

• Must have working knowledge of gMail and other Google software (gSheets, gDocs, etc) in addition to MS Office applications: Word, Excel, PowerPoint, Access and related office software programs
• Excellent attention to detail and effective planning and organizational skills are required and must have experience managing multiple tasks and assignments
• Must have strong verbal and written communication skills. Communicates clearly, concisely, thoroughly and in a highly professional and timely manner with all internal and external partners/stakeholders.
• Proven track record and experience handling highly confidential or sensitive information in a consistently appropriate and effective manner
• Business and financial acumen; have an in-depth understanding of business operations and is capable of performing financial and other business analyses and reporting
• Eagerness to learn and willingness to proactively contribute to overall business success and team health
• Problem-solving and decision-making skills
• Leadership skills and ability to drive process improvement best practice initiatives across an organization
• Partnering and negotiation skills and ability to influence others without authority; strong interpersonal skills and considerable organizational savvy; knows how to navigate internally to find the appropriate resources and contacts in an expeditious and effective manner

Roche is an equal opportunity employer.

Relocation benefits are not available for this job posting.

Pay transparency

The expected salary range for this position based on the primary location of Pleasanton is 73,400.00 - 136,400.00 USD Annual. Actual pay will be determined based on experience, qualifications, geographic location, and other job-related factors permitted by law. A discretionary annual bonus may be available based on individual and Company performance. This position also qualifies for the benefits detailed at the link provided below.

Benefits

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. It is our policy and practice to employ, promote, and otherwise treat any and all employees and applicants on the basis of merit, qualifications, and competence. The company's policy prohibits unlawful discrimination, including but not limited to, discrimination on the basis of Protected Veteran status, individuals with disabilities status, and consistent with all federal, state, or local laws.

If you have a disability and need an accommodation in relation to the online application process, please contact us by completing this form Accommodations for Applicants.

Roche is an equal opportunity employer and strictly prohibits unlawful discrimination based upon an individual's race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other characteristic protected by law.