Executive Administrative Assistant

F. Hoffmann-La Roche Gruppe; Santa Clara (CA); On-site; USD 81,000 - 151,000; Full time

Job summary

Join a leading global healthcare company as a Senior Executive Assistant in Santa Clara, where you will support executive leaders in Research & Development by providing vital administrative and analytical support. This role requires a proactive individual with strong organizational skills and the ability to handle confidential tasks effectively. You will play a key part in enhancing operational efficiency and supporting the team in achieving their goals.

Qualifications

• 6+ years of administrative assistant experience.
• 2+ years of experience supporting senior/executive leaders.
• Experience handling confidential and complex issues.

Responsibilities

• Provide advanced administrative and operational support.
• Coordinate meetings, travel, and budgeting.
• Compile and format departmental documents and reports.

Skills

Organizational skills

Communication skills

Proactive

Flexibility

Education

Bachelor’s Degree

Tools

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.

The Position

We advance science so that we all have more time with the people we love.

The Opportunity

As a member of Roche Diagnostics, you will be a Senior Executive Assistant to one our executive leaders in Research & Development. You will provide analytical and specialized administrative support to relieve and assist executive, administrative, line and staff managers of complex details and advanced administrative duties. You may handle special projects and complete research and data analysis tasks. The work is generally of critical importance and/or confidential by nature, demanding the highest level of professionalism.

• You will provide routine to advanced administrative and operational activities including but not limited to: Scheduling and coordinating onsite/offsite meetings and/or larger scale events; Coordinating domestic and international travel and conference calls; Channeling communication and/or materials; Coordinating interview scheduling, office moves, vendor relationships; Coordinating the preparation of department budget, including monitoring expenses against budget, researching and analyzing any discrepancies; Creating and submitting purchase orders and compiles expense reports

• You will streamline and reduce unnecessary administrative or operational burdens from the manager and other team members.

• You will provide support to compile, edit and format departmental documents such as memos, reports, presentations and legal documentation that may require data gathering from multiple components

• You will provide back-up support to other teams as necessary, demonstrating flexibility, adaptability and positive demeanor in the face of change.

• You will serve as the department lead on new systems, processes and training compliance; Act as the departmental “go-to-person” for general operational or inquiries.

• You will support the training and on-boarding efforts for new staff on administrative processes, systems, practices, tools, etc

• You will actively participate in internal company meetings with other administrative professionals, find ways to apply new methods of working, improvements in work processes and support an exchange of ideas among colleagues.

• You will stay abreast with emerging knowledge and trends in administrative practices and collaborate with colleagues beyond own department.

Who You Are:

• You have 6+ years of administrative assistant experience

• You have 2+ years of experience supporting senior/executive level leaders (i.e. C-Suite/ officer level role)

• You are highly proficient with Google Workspace including (Google docs, Sheets, Slides, Forms, Gmail, gCal, gDrive, gMeet, and Calendar etc.)

• You have demonstrated broad financial experience for effective and efficient tracking, analysis and reporting on departmental budgets and/or department analytics

• You have strong organizational skills and the ability to be extremely flexible while managing conflicting, shifting and competing priorities with minimal direction.

• You have demonstrated experience handling confidential and complex issues; working in a discreet environment

• You are a proactive self-starter with excellent judgment who can work independently and anticipate the executive's needs as well as make critical decisions

• You are a quick learner, be solution oriented, proactive to the dynamic needs of the organization

• You have demonstrated verbal and communication skills; the ability to communicate clearly, concisely, thoroughly and in a highly professional and timely manner with all internal and external partners

• You are able to be onsite in Santa Clara, CA

This person must work onsite at our Santa Clara office 5 days per week.

Preferred Qualifications:

• You have a Bachelor’s Degree

• You have experience mentoring/ guiding and/or leading a team of Administrative Assistants

There are no relocation benefits for this position

The expected salary range for this position based on the primary location of Santa Clara, CA is $81,300 - 150,900. 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.