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

Scope of Position

Regional (Central America & The Caribbean)

Location Panama

Reports to

Head of Internal Services & Assistant Pool Lead CA&C

Collaborates with (departments, areas, regions)

All departments in CA&C region LATAM and Spanish affiliates Administrative Assistants, and other Corporate Assistants, cooperates with

Roche Pharmaceuticals as requested.

Supervision provided

N/A

Supervision received

Works under moderated supervision, following work instructions and performing within the company guidelines and policies. Low need for

follow-up on the implementation of delegated activities.

Function objective

Provide assistance, guidance and administrative support to the different departments in CA&C .

Responsibilities
Financial

• Create and track purchase orders for Vendors
• Send invoices for payment through E-Vendor
• Initiate vendor creation
• Document filing (vendor information)
• SAP Inbox cleaning for Pool
  
  

Events & Meetings

• Manage meeting platform (meets or zoom), calendar organization and invites
• Register people to congresses / Internal Meetings / Teleconferences / Videoconferences
• Offsite Meetings / Select Restaurant and Menus / Coordinate and manage administrative requests and activities E2E
• Organize social events / Organize refreshments for meetings/ support/assist visitors / Coordinate and manage administrative requests and
  
  

activities E2E

• Vendor management
• HCP support: flights / hotel / event coordination
  
  

New Employees / Entry preparation

• Liaise with P&C and manager to arrange welcoming and induction package
• Schedule intro onboarding sessions with P&C and IT / Schedule main onboarding sessions every 3 months for new hires
• Liaise with IT in order to organize desk, hardware, software etc
• Liaise with the responsible Manager in order to find out special needs
  
  

Various tasks

• Legal: coordinate document signing for legal representatives
• P&C: car plan management / medical insurance invoices / expat support
• Create and distribute communications for the different chapters in the affiliate
• Monthly newsletter creation and distribution to CA&C
• Projects: flexibility to participate in different projects in the assistant pool and various departments
• Support office reception activities when required
• Maintains confidentiality in all Management related issues
• Manage & guide requests according to Assistant Pool process
  
  
  

Requirements

• University degree in Administrative areas or Business Management
• Completely fluent in English and Spanish, written and spoken
• Solid IT skills as end user: Excel, Word, Power Point and Google tools (e.g., Calendar, Drive)
• Minimum work experience of 3 years as Administrative Assistant or Executive Assistant of top management in a multinational company
• Experience in performing management reports
  
  

Individual characteristics

• Organized, flexible, proactive, dynamic, with personal initiative
• Team worker, high performance under pressure and minimum supervision
• Organized and oriented towards the details
• Open and clear verbal and written communication with different levels of the organization, customers and cultures
• High accuracy in preparing written reports and e-mail communications
• Oriented to the customer, always willing to support others
• Highly discreet in managing confidentiality
• Personal presentation according to the office guidelines
  
  

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.