This role provides senior-level administrative support at Roche, handling a broad range of office and executive assistance duties. The position schedules appointments, meetings and travel, prepares expense reports, meeting minutes, presentations and budget or project reports, and manages purchasing and invoicing through SAP. The assistant also coordinates facilities needs, occupational health support and engagement events such as inaugurations, town halls and global leadership meetings, and serves as a backup for reception and other administrative functions. The role exists to keep the site's operations, communications and confidential records running smoothly while supporting senior leaders.

Responsibilities

Schedules appointments, meetings, travel itineraries and coordinates related arrangements.
Prepares and manages expense reports through settling.
Attends meetings, records and distributes meeting minutes.
Prepares and analyzes complex trends, reports, and presentations drawing data from a variety of sources.
Assists in the preparation of budget and project reports as required.
Researches, collects, compiles, and analyzes a wide variety of complex data and information requests.
Designs procedures to maintain confidential record, files and procedures.
Design of operational templates for the sites’ policies, procedures and communications.
Prepares and initiates routine and non-routine correspondence and memoranda.
Responsible for the accurate release of a variety of communications and information that affect the organization.
May have informal supervisory responsibility.
Responsible for maintaining and continuously improving quality and objectives.
Responsible for purchasing from order to execution of PO in SAP system.
Reviews invoices received and enters them into the SAP system, confirming that the charges are for concepts and correct amounts
Coordinates and support facilities purchases and management for the following areas: cleaning, dining needs (coffee, tea, etc). and others as necessary.
Supports all Occupational Health needs, including participation and/or input to the Emergency Committee and SHE.
Coordinates engagement events, such us inaugurations, town halls, LT global meeting.
Responsible for Reception and other Admin back ups

Requirements

College Degree
Minimum 5 years administrative experience that includes providing support to a senior leader.
Knowledge of office management systems and procedures
Working experience using collaborative tools such as Google suite
Proficiency in MS Office
Strong organization and planning skills
Ability to handle multiple functions at one time
Efficient and effective oral and written communication; including strong English language requirement
Advanced computer skills
Demonstrated ability to exercise independent judgment and employ advanced reasoning skills
Well-developed analytical and problem solving skills
Requires ability to work with highly confidential information.

Senior Administrative Assistant / Event Planner

Responsibilities

Requirements