Senior Administrative Specialist

F. Hoffmann-La Roche AG; Indianapolis (IN); On-site; USD 68,000 - 127,000; Full time

Job summary

Roche in Indianapolis seeks a Senior Administrative Specialist to partner with senior leadership, manage calendars and travel, support communications, and optimize team bandwidth. This role covers procurement, onboarding, data analysis, and vendor coordination with discretion in handling confidential information.

The position is onsite at the Indianapolis campus with a focus on efficiency, accuracy, and cross-functional collaboration.

Qualifications

• Supports a senior leader with discretion and independent judgment.
• Strong calendar, travel, and meeting logistics experience.
• Advanced computer skills across spreadsheets, presentations, and enterprise software suites.

Responsibilities

• Calendar, Travel & Meeting Logistics: manage senior leadership time, schedule complex meetings and travel, prepare agendas and minutes.
• Communications & Stakeholder Liaison: draft internal/external communications, liaise with cross-functional partners and vendors.
• Operational & Department Support: coordinate daily tasks, process contracts, maintain confidential records and filing.
• Business Execution Purchasing Support: manage PO lifecycle, SOWs, contract routing, requisitions, accruals, blanket PO balances.
• Reporting, Analytics & Metrics: collect/analyze data to generate trends and dashboards for management.
• Team Onboarding & Recruitment Support: coordinate interviews and onboarding for new hires, ensuring smooth integration.
• Process Optimization & Quality Systems: drive improvements to culture and quality systems.

Skills

Calendar management

Travel coordination

Communications

Data analysis

Procurement

Vendor management

Confidential handling

Education

High School Diploma or equivalent

Associate's Degree

Bachelor's Degree

Tools

Google Workspace

MS Office Suite

Concur

Workday

HR Systems

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 Senior Administrative Specialist

The Senior Administrative Specialist serves as a strategic partner and trusted advisor to senior leadership within the Roche Support Network Centralized Services Organization, driving overall business effectiveness, maintaining communications, and optimizing team bandwidth. This role requires broad, comprehensive experience, skill, and knowledge of organizational policies, practices, and corporate procedures. The ideal candidate operates with high independence, discretion, and judgment on complex assignments. Key responsibilities are varied and span strategic calendar and travel management, customer visit support, cross-functional project planning, data analysis and reporting, vendor/contract processing, internal team onboarding, and improvement initiatives across department functions.

Key Accountabilities & Responsibilities

• Calendar, Travel & Meeting Logistics: Strategically manage senior leadership time, looking for opportunities to prioritize and maximize efficiency. Schedule appointments, complex meetings, and travel itineraries. Oversee preparation, logistics, presentations, agendas, and distribution of meeting minutes for internal and external meetings.
• Communications & Stakeholder Liaison: Prepare and initiate routine and non-routine internal/external correspondence, announcements, and complex communications. Act as primary contact/liaison with internal peers, cross-functional partners, field-based employees, zone leadership, and third-party vendors.
• Operational & Department Support: Coordinate daily administrative tasks, process contracts/agreements, and maintain confidential department records and digital filing systems. Ensure alignment and compliance with local/LSO training requirements.
• Business Execution Purchasing Support: Serves as the team’s procurement specialist, managing the full purchase order (PO) lifecycle, including SOW preparation, contract routing via DocuSign, purchase requisitions, monthly accruals, and tracking blanket PO balances.
• Reporting, Analytics & Metrics: Research, collect, compile, and analyze complex data from various sources to generate trends, budget reports, and project management dashboards. Make data-driven recommendations to management to streamline operations.
• Team Onboarding & Recruitment Support: Steward candidate interviewing, recruitment logistics, and comprehensive new-hire onboarding to ensure a seamless integration into the department.
• Process Optimization & Quality Systems: Drive improvements to enhance team culture and operational quality systems.

Who You Are

• You hold a High School Diploma or equivalent with at least 7 previous administrative or related experience that includes supporting a senior leader of an organization or an Associate's Degree with 5 years administrative or related experience or a Bachelor's Degree with 2 years of administrative or related experience.
• Preferred: Strong multi-tasking, time management, and organizational skills to adapt rapidly to changing priorities in a fast-paced environment.
• Excellent written, oral, and interpersonal communication skills with the ability to develop and maintain positive relationships with internal and external stakeholders.
• Advanced computer skills across spreadsheets, presentations, and enterprise software suites (e.g., Google Workspace, MS Office Suite [Word, Excel, PowerPoint, Access], Concur, Workday, HR Systems).
• Experience with or willingness to learn and leverage approved AI tools within the Roche ecosystem.
• Ability to exercise independent judgment and employ advanced analytical and reasoning skills, including the ability to work with confidential information.
• Ability to make informed decisions in the absence of the executive.
• Ability to actively contribute to a high performing and a thriving culture.

Location

This position is based onsite at our Indianapolis campus. This role is a campus based role with expected daily on-campus presence with some flexibility dependent on business needs Relocation benefits are not available for this position.

Salary

The expected salary range for this position based on the primary location of Indiana is $68,100 - $126,500. 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

Benefits #LI-JW2 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. 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.