Executive Administrative Assistant

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

A healthier future. It is what drives us to innovate. To continuously advance science and ensure everyone has access to the healthcare they need today and for generations to come. Creating a world where we all have more time with the people we love.

The Opportunity

We are seeking an adaptable, highly organized, and proactive Executive Administrative Partner to support an assigned Leader and their team. This role handles highly advanced and complex operational tasks, requiring considerable judgment, initiative, and the strict maintenance of confidentiality. You will serve as the departmental hub for administrative excellence, streamlining processes and supporting both day-to-day operations and large-scale projects.

This Pleasanton office based position provides strategic administrative support to the Oncology and Genetics Life Cycle Leader, navigating complex details and performing advanced administrative duties. Coordinates communication, calendar scheduling, data maintenance, ordering of department office supplies and mail handling. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information. Work is generally of a critical or confidential nature. Represents the team in a professional manner. Assignments may be in various functional areas.

Key Responsibilities:
Executive Support& Time Management

• Strategic Calendar Management: Manage the Leader’s calendar and agenda using best-practice time management principles, ensuring an effective and efficient balance of planned and unplanned work.
• Travel Coordination: Book and manage complex domestic and international travel logistics, conference calls, and conference attendance for the manager and potentially the broader team.
• Communication Hub: Channel executive communications and materials efficiently across the organization.

Event, Meeting& Culture Planning

• Comprehensive Meeting Management: Plan and organize team meetings, managing arrangements (hotel bookings, catering, social events). Proactively prepare agendas, gather necessary materials and take minutes.
• Specialized Event Execution: Plan and organize large-scale events, including Launch and Project Team Events, holding full budget responsibility for these initiatives.
• Team Culture: Organize employee and team events, such as company anniversaries, joining and farewell celebrations, and team-building activities.

Financial& Operational Administration

• Budget& Expense Management: Assist with the team budget, closely monitoring Travel& Expenses (T) costs. Research and analyze financial discrepancies, create and submit purchase orders, and compile expense reports.
• Office Operations: Coordinate department/functional interview scheduling, office moves, office supply management, and vendor relationships.

Information& Document Management

• Document Preparation: Edit and format executive-level presentations, reports, legal documentation, and other business materials. Compile highly confidential business and financial information.
• Digital Organization: Manage and maintain department Intranet pages and gDrives, assisting with the logical filing and organization of critical information.

Departmental Leadership& Training

• Subject Matter Expert: Serve as the “go-to person” for general operational or administrative inquiries, requiring exceptional knowledge of organizational policies and procedures.
• Systems& Training Lead: Act as the department lead on new systems, processes, and training compliance. May act as the Training Solution Tool Administrator for the team.
• Onboarding& Development: Develop and deliver administrative services training materials and tools. Support the onboarding and training of new department staff on processes, systems, practices, and tools.

Cross-Functional Collaboration& Projects

• Network Engagement: Actively participate in internal company meetings with …