Senior Administrative Specialist

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

Benefits offered by this job

Bonus potential

On-site Indianapolis Campus

Job summary

Roche Indianapolis is seeking a Senior Administrative Specialist to partner with senior leadership within the Roche Support Network Centralized Services Organization. You will manage calendar, travel, meetings, contracts, and data reporting, while coordinating cross-functional projects and onboarding new hires.

The role requires independent judgment, advanced computer skills, and the ability to handle confidential information.

Qualifications

• High School Diploma or equivalent with at least 7 administrative or related years supporting a senior leader or equivalent.
• Preferred: strong multi-tasking, time management, and organizational skills to adapt to changing priorities.
• Excellent written, oral, and interpersonal communication skills with positive stakeholder relations.
• Advanced computer skills across spreadsheets, presentations, and enterprise software suites (Google Workspace, MS Office, Concur, Workday, HR Systems).
• Experience with or willingness to learn and leverage AI tools within Roche ecosystem.
• Ability to exercise independent judgment and handle confidential information.
• Ability to make informed decisions in the absence of the executive.
• Contribute to a high performing and thriving culture.

Responsibilities

• Calendar, Travel & Meeting Logistics: manage senior leadership time, schedule appointments, complex meetings, and travel itineraries.
• Oversee preparation, logistics, presentations, agendas, and distribution of meeting minutes for internal/external meetings.
• Prepare routine and non-routine internal/external communications; act as primary liaison with internal peers and external vendors.
• Coordinate daily administrative tasks, contract processing, and maintain confidential records and digital filing.
• Procurement specialist: manage full PO lifecycle, SOWs, contract routing via DocuSign, requisitions, accruals, and blanket PO balances.
• Research, collect, and analyze data to generate trends, budget reports, and dashboards; provide data-driven recommendations.
• Support candidate interviewing, recruitment logistics, and new-hire onboarding for smooth integration.
• Drive improvements to enhance team culture and operational quality systems.

Skills

Multi-tasking

Time management

Organizational skills

Written communication

Oral communication

Interpersonal skills

Experience supporting senior leader

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

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

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.

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