Sr Administrative Specialist

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

Job summary

Roche in Indianapolis seeks a Senior Administrative Specialist to provide high-impact administrative and operational support to two Senior Directors and their teams. You will manage complex calendars, travel, and meetings, act as a liaison with stakeholders, and prepare strategic documents to keep projects aligned on patient outcomes.

The role requires substantial experience with executive support, discretion, and process improvement in a fast-paced environment.

Qualifications

• 7+ years of administrative experience supporting senior leaders, or 5+ with an Associate’s, or 2+ with a Bachelor’s.
• Experience coordinating complex calendars and travel in a matrixed organization.
• Ability to handle confidential information with discretion and professional integrity.

Responsibilities

• Orchestrate executive calendars, travel logistics, and meeting agendas.
• Serve as central liaison with internal teams and external partners.
• Prepare and synthesize presentations, budgets, trackers, and org charts.
• Lead administrative projects and ensure milestones are met.
• Oversee training compliance alignment (LSO) and standards.
• Protect sensitive data with discretion and independent judgment.

Skills

Self-Direction

Proactivity

AI Integration

Process Improvement

Calendar Management

Executive Communication

Multi-Tasking

Education

High School Diploma + 7+ years

Associate’s Degree + 5+ years

Bachelor’s Degree + 2+ years

Tools

Microsoft 365

Google Workspace

PM tools

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

The Opportunity

As a Senior Administrative Specialist, you will provide critical, high-impact administrative and operational partnership for two Senior Directors and their broader leadership teams. You will navigate a dynamic, matrixed environment, managing confidential organizational priorities and driving project deliverables that keep our teams aligned and focused on patient outcomes.

• Orchestrate complex executive calendars, high-volume domestic and international travel logistics, and end-to-end meeting agendas while proactively mitigating scheduling conflicts
• Serve as the central communication liaison and subject matter expert for the department, interfacing with internal cross-functional stakeholders and external global partners
• Prepare, review, and synthesize complex departmental presentations, operational budgets, project trackers, and organizational organizational charts using advanced digital tools
• Lead and coordinate specialized administrative projects, operational programs, and team initiatives, ensuring milestones are met on time and with high quality
• Oversee training compliance alignment (such as Local Safety Officer/LSO requirements) and ensure regional team operational adherence to established standards
• Safeguard sensitive business, personnel, and organizational data with the utmost discretion and independent judgment
• Identify process bottlenecks across general operations and recommend pragmatic solutions to enhance overall organizational efficiency

Who You Are:

Minimum Qualifications:

• High School Diploma or equivalent with at least 7 years of previous administrative or related experience that includes supporting a senior leader of an organization; or an Associate’s Degree with 5 years of administrative or related experience; or a Bachelor’s Degree with 2 years of administrative or related experience.

Preferred Experience

• Self-Direction & Proactivity: Proven track record of taking full ownership of executive-level operations, anticipating business needs, and executing with minimal direction
• Modern Tech Savviness & AI Integration: Advanced proficiency across enterprise software (Microsoft 365, Google Workspace, PM tools) with a proactive approach to adopting emerging technologies, including AI productivity tools and workflow automation
• Complex Organization & Planning: Expertise in managing high-volume calendars, complex domestic/international travel, and multi-faceted projects with strict attention to detail and competing deadlines
• Strategic Multi-Tasking: Exceptional ability to prioritize, balance, and execute diverse operational functions simultaneously in a fast-paced environment
• Executive-Level Communication: Superior written and verbal communication skills, with the ability to draft high-level correspondence, synthesize complex information, and interface seamlessly with internal leadership and external partners
• Critical Thinking & Independent Judgment: Demonstrated capacity to employ advanced reasoning, resolve ambiguous operational bottlenecks, and make high-stakes decisions independently
• Discretion & Confidentiality: Impeccable professional ethics and absolute discretion when managing sensitive corporate data, personnel records, and executive communications

This role is based in Indianapolis, Indiana, and offers a hybrid schedule working 3 day per week on campus.

This role is not eligible for relocation benefits.

The expected salary range for this position based on the primary location of Indianapolis, IN 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.

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.