- Entry level
- No Education
- Salary to negotiate
- South San Francisco
We are seeking a proactive, skilled administrative professional who enjoys supporting senior level executives and their teams in a fast-paced environment. This position provides high-level administrative support to the Vice President, Molecular Oncology, as well as scientists and staff of the Molecular Oncology and Bioinformatics Departments.
The person in this position performs a wide range of administrative duties to ensure the smooth operation of the department, and acts as the department “go-to” for general administrative and operational issues. The role interacts with multiple internal and external contacts at various levels, and partners with other administrative associates within Research to coordinate activities and promote team cohesion.
Responsibilities of this position include:
Calendar Management: Proactively manage and prioritize the VP’s calendar. Schedule various internal and external meetings including teleconferences.
Travel Arrangements: Coordinate and schedule domestic and international travel to include making airline, hotel and ground transportation arrangements, preparing travel itineraries, and creating detailed information packets for travelers.
Expense Reports and Purchasing Card Processing: Support VP and other team members in compiling, completing and processing expense reports. Manage company purchasing credit card for the group, including reconciling purchases in a timely manner.
Visitor and Consultant Arrangements: Coordinate and arrange visits for guest speakers/consultants from the US and abroad including creating meeting schedules, making travel arrangements, and processing expenses. Complete special documentation requirements for visitors who are health care providers.
Interview and New Hire Onboarding Coordination: Interface directly with interview teams and job candidates to coordinate complex interview schedules, make travel arrangements, and assist with expense reimbursement. Support onboarding of new hires to include ordering equipment/supplies, ensuring set-up of work space, and providing training on administrative processes.
Meeting and Event Planning: Coordinate and schedule onsite and offsite meetings. Attend meetings to provide onsite support as needed. Prepare meeting materials and presentations.
Contracts and Purchase Orders Processing: Support VP and other team members with external vendor contracting, purchase order set-up processing.
Office Management: Ensure team has current office equipment and materials appropriate for the team’s work, maintain department roster, coordinate office moves, and streamline department administrative and operational processes.
Who you are
The right candidate will have the demonstrated ability to provide high-level, high-quality administrative support to senior level executives and their teams in a complex environment. The qualifications we are seeking include the following:
Minimum 7 years of experience in an administrative support role including at least 4 years supporting senior level executives, preferably in large organizations.
Proficiency with the Microsoft Office Suite (Word, Excel and PowerPoint), and web-based systems such as Google Mail, Google Calendar, Google Hangout and WebEx.
Strong written and verbal communication skills. Ability to draft professional correspondence and create/adapt presentation materials with general instruction. Exceptional verbal and interpersonal communication skills with the ability to interact effectively with a diverse group of people.
Good judgment and discretion when handling confidential/sensitive information.
Self-motivated with the ability to manage multiple projects/tasks simultaneously and with minimal supervision. Agile and able to adapt to changing and conflicting priorities.
Outstanding organization, problem solving, and decision-making abilities.
Team and customer service orientation. Exceptional collaboration and relationship building skills.
Bachelor’s degree or equivalent industry experience is preferred.
Experience in the pharma/biotech industry in a research setting is a plus.
About the company
Roche is a Swiss global health-care company that operates worldwide under two divisions: Pharmaceuticals and Diagnostics. Its holding company, Roche Holding AG, has bearer shares listed on the SIX Swiss Exchange.
The company headquarters are located in Basel and the company has many pharmaceutical and diagnostic sites around the world – including: Tucson, AZ; Pleasanton, CA; Vacaville, California, Oceanside, California, Branchburg, NJ; Indianapolis, Indiana; Florence, South Carolina; and Ponce, Puerto Rico in the US; Welwyn Garden City and Burgess Hill in the UK; Clarecastle in Ireland; Mannheim and Penzberg in Germany; Mississauga and Laval in Canada; Shanghai in China; Mumbai & Hyderabad in India; São Paulo and Rio de Janeiro, Brazil; Segrate, Milan in Italy; Johannesburg in South Africa; Karachi, Islamabad and Lahore in Pakistan. There are 26 manufacturing sites worldwide.