Executive Assistant

Role overview

Executive Assistant at Roche

Provides administrative support to the Managing Director

Responsibilities

• 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 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.

Employment details

• Location: Pune [India]

About the employer

• At Roche you can show up as yourself, embraced for the unique qualities you bring.
• Join Roche, where every voice matters.

Additional role details

• 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.
• The Position