Administrative Support Partner (m/f/d)

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Administrative Support Partner for F. Hoffmann la Roche

Administrative Support Partner (m/f/d)

Support the planning and execution of internal meetings requiring webcasting, sophisticated technology, and other virtual resources.

Support the planning and execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs) and team building events / workshops.

Manage and process vendor/speakers Statements of Work (SWOs) and Contracts in liaison with business partners (e.g. procurement, legal, project /portfolio management).

Manage and process Purchase Orders (POs), invoices, payment tracking, vendor maintenance and cost centers maintenance support.

Manage candidate interview process (scheduling, assessment coordination, travel, hosting during interviews, candidate expenses, vendor management) partnering with Talent Acquisition and Hiring Manager and panel members throughout the process.

Manage administrative components and logistics of onboarding (ensure new hires orientation information, onboarding events, devices and technology is functional, etc.)

Responsible for supporting working hours reporting (e.g. JAZ in EU) and filing of confidential documents (e.g. medical certificates, leaves) per legal requirements

Support teams / projects communications tactics & delivery (e.g. gSite updates, send emails, facilitate documents signature/DocuSign requests, org charts updates, etc.)

Responsible for creation, maintenance and accuracy of RADA / Distribution lists.

Submit facilities, IT / Site Services requests for PTQ Area leads / PTQ Enabling Team

Support and manage Office Supplies processes and needs

Coordinate certain logistics of moves (space management), with space planning teams(s)

Support projects and continuous improvement activities in the Business Excellence to improve service deliver

A degree/BS/BA or equivalent industry experience preferred (****)

An average of 3-5 years related administrative, operations or project management experience (experience gained in pharmaceutical / biotechnology industry is preferred.) (****)

Experience in event management (****)

Experience with the JAZ system (****)

Highly skilled in Google Suite and manage shared team drives (****)

Fluency in written and verbal English and German

Experience working with senior leaders/management

Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members

Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information

Posses advanced knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal,

gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM)