Executive Administrative Assistant

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&E) 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 other administrative professionals, promote new ways of working, improve work processes, and foster an exchange of ideas and support among colleagues.
• Team Partnership: Partner routinely with other Executive Assistants and provide flexible, positive backup support to other leaders and teams as needed, adapting quickly to change.
• Project Initiatives: Actively participate in (or lead, as appropriate) administrative project initiatives within or outside the functional area.
• General Duties: Perform other duties as assigned by management.

Who You Are

Experience:

• High School diploma required
• At least 4 years of relevant administrative assistant experience, 6 years preferred.

Knowledge, Skills and Abilities:

• Must have working knowledge of gMail and other Google software (gSheets, gDocs, etc) in addition to MS Office applications: Word, Excel, PowerPoint, Access and related office software programs.
• Excellent attention to detail and effective planning and organizational skills are required and must have experience managing multiple tasks and assignments.
• Must have strong verbal and written communication skills. Communicates clearly, concisely, thoroughly and in a highly professional and timely manner with all internal and external partners/stakeholders.
• Proven track record and experience handling highly confidential or sensitive information in a consistently appropriate and effective manner.
• Business and financial acumen; have an in-depth understanding of business operations and is capable of performing financial and other business analyses and reporting
• Eagerness to learn and willingness to proactively contribute to overall business success and team health
• Problem-solving and decision-making skills
• Leadership skills and ability to drive process improvement best practice initiatives across an organization
• Partnering and negotiation skills and ability to influence others without authority; strong interpersonal skills and considerable organizational savvy; knows how to navigate internally to find the appropriate resources and contacts in an expeditious and effective manner

Roche is an equal opportunity employer.

Relocation benefits are not available for this job posting.

Pay transparency

The expected salary range for this position based on the primary location of Pleasanton is 73,400.00 - 136,400.00 USD Annual. Actual pay will be determined based on experience, qualifications, geographic location, and other job-related factors permitted by law. A discretionary annual bonus may be available based on individual and Company performance. This position also qualifies for the benefits detailed at the link provided below.

Benefits

Genentech is an equal opportunity employer. It is our policy and practice to employ, promote, and otherwise treat any and all employees and applicants on the basis of merit, qualifications, and competence. The company's policy prohibits unlawful discrimination, including but not limited to, discrimination on the basis of Protected Veteran status, individuals with disabilities status, and consistent with all federal, state, or local laws.

If you have a disability and need an accommodation in relation to the online application process, please contact us by completing this form Accommodations for Applicants.