Senior Administrative Specialist

Roche; Indianapolis (IN); On-site; USD 68,000 - 127,000; Full time

Job summary

Roche in Indianapolis is seeking a Senior Administrative Specialist to serve as a strategic partner to senior leadership within Roche Support Network Centralized Services. You will handle calendar and travel logistics, coordinate meetings, manage communications with internal and external stakeholders, and ensure accurate confidential records while aligning with local training requirements.

The role covers purchasing, data analytics, onboarding, and process improvements, with a daily on-site

Qualifications

• High School Diploma or equivalent with 7+ years of admin support to senior leaders.
• Associate's Degree with 5+ years of admin experience.
• Bachelor's Degree with 2+ years admin experience.

Responsibilities

• Calendar, travel & meeting logistics: manage senior leadership time, travel, agendas, and minutes.
• Communications & stakeholder liaison: prepare routine and non-routine communications; liaise with internal/external partners.
• Operational & department support: handle contracts/agreements and confidential records; ensure training compliance.
• Purchasing support: manage PO lifecycle, SOW prep, contract routing, requisitions, and accruals.
• Reporting, analytics & metrics: collect/analyze data to generate budgets and dashboards.
• Team onboarding & recruitment support: coordinate interviews and onboarding processes.
• Process optimization & quality systems: drive improvements to operational quality and culture.

Skills

Time management

Communication skills

Independent judgment

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 Opportunity

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

Executive & Administrative Operations

• 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

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

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.