Executive Assistant

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 PositionMain tasks: Provides administrative support to head of legal entity 6221 Requires thorough knowledge of company operations, policies and procedures. Handles details of a highly confidential and critical nature. Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Minutes meetings, circulates notes and owns site documents repository Prepare presentation materials for leadership meetings. Ensures all meetings are scheduled. Thorough understanding of MS office and Google docs, slides and sheets Makes high-level contacts of a sensitive nature inside and outside the company. Owns calendar, travel bookings, events, visitor appointments and synchronizes schedules of the legal entity head for seamless and productive activities Works autonomously within established procedures and practices. Manages within the the admin budget Anticipates patterns and links; looks beyond the immediate problem to the wider implications. Requires a professional certification or equivalent experience in working with senior-level executives within and outside the company, customers, vendors, visitors and other dignitaries. In depth knowledge of company operations and excellent communications skills are required. Excellent verbal and written communication skills. Confident, amiable person who maintains relationships with internal and external stakeholders Performs varied and complex administrative support functions, relieving the manager of administrative details and requiring knowledge of department policies, practices, and procedures. Completes assignments that may require attendance at and documentation of meetings. Prepares memos, reports, spreadsheets, and presentations. Coordinates domestic and international conference calls. Reviews and prioritizes incoming mail, and replies directly to general routine inquiries. Sets up and maintains files, documents, and logs. Screens incoming calls and takes messages. Assists in coordinating the preparation of department budget, and monitors expenses. Gather information from various sources, and compile data to prepare reports. Schedule meetings and appointments. Coordinates national and international travel arrangements; compiles expense reports for submission for the Head and the team. Purchases office supplies. Enters data into SAP / MyBuy and uses the system to track purchase orders and/ or budget. Serves as an information resource on department, division, and organization policies and procedures. Keeps abreast of changes, and assists the manager in implementing new/revised procedures. May provide occasional leadership or guidance to other administrative support positions and onboarding of new admins and provide mentorship to them. Continuous training and development on PC applications, SAP-Tools and internal technologies Driving the regular LT agenda and meeting coordination, key action items and decisions for recurrent bi-weekly LT Calls and F2F Meetings Providing complex coordination meetings and events including external engagements, check status if needed and coordinate with India affiliates Additional tasks: Responsible for handling and documentation training process in SAP/R3 Cornerstone Learning Expert / Cornerstone Super Admin for site level reports For all employees: Optimizes processes in order to increase quality and efficiency standards. Who we areA 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.