Head of Internal Services & Assistant Pool

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

Lead the Assistant Pool, provide assistance and administrative support to the Managing Director and manage facilities vendor and budget.

The Opportunity:

Assistant Pool Lead
. To lead the Assistant Pool including performance Management and developing a career path
. Identify process improvements and close gaps
. Build and maintain sense of belonging among the team

. Create and maintain relationships and connections with the different chapter leads, to enable better communication with the assistant pool
. Map the current status for each Admin Assistant in terms of capabilities, responsibilities and tasks and proposes future state organization for how to maximize resources with Admin Pool in service of the all organization
. Develops maintenance plans for the function and the people
. Manages budget for Assistant Pool cost center

GM and LT Administrative Support
. Administrative support to the General Manager
. Filter and distribute specific incoming communications – internal and external – to the General Manager
. Coordinate and plan General Manager’s agenda through Google Calendar
. Plan and book traveling (planes, hotel rooms, transfers, etc) for GM
. Perform GM monthly expenses report
. Approve invoices for approval in SAP charged to GM cost center
. Provides administrative assistance to the LT as needed
. Maintains confidentiality in all Management related issues

Internal Events
. Supervise and support organization of meetings and corporate events
(e.g., Convention, Christmas Dinner)
. Supervises and gets involved in select company wise projects (e.g., Social responsibility, Children’s Walk)
. Contact suppliers and request payments related with Management activities

Facilities
. Work together with Procurement to ensure accurate budget creation and control for General Services annual budget
. Manage and supervise facility vendor in Panama and Guatemala to ensure quality of service and preventive maintenance
. Manage and supervise cleaning team and vendor to ensure quality of service
. Supervises facilities works, vendors and maintenance for Panama office
. Works together with procurement to ensure quality of the facility management locally

Internal Communications
. Supervises and ensures internal communications management
. Constantly reviews, implements and simplifies process where needed
. Supports different team projects and meetings as Scrum Master, applying agile methodologies

Who you are:

. University degree in Administrative areas or Business Management

. Minimum work experience of 3 years as Secretary or Administrative Assistant of top management in a multinational company
. Experience in performing management reports
. Experience as Executive Assistant or other function with highly organizational skill structure and customer service mindset.
. Solid experience as people leader
. Strong experience in multinational environment and how to work on a matrix organization
. Good conflict resolution skills and influencing capabilities
. Completely fluent in English and Spanish, written and spoken
. Solid IT skills as end user: Excel, Word, PowerPoint and Google tools (e.g., Calendar, Drive)

Individual characteristics
. Organized, 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

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.