{"id":3831060,"url":"https://alion.io/job/roche-administrative-assistant-4","title":"Administrative Assistant","company":{"id":13531,"name":"Roche","domain":"roche.com","url":"https://alion.io/company/roche","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":86,"open_postings":242,"ghost_share":0.045,"stale_share":0.566,"repost_share":0.12,"time_to_fill_p50_days":20,"computed_at":"2026-11-07T05:47:08Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Warsaw, Poland"],"countries":["PL"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Jira","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Monday.com","optional":false},{"name":"Trello","optional":false}],"status":"live","first_seen_at":"2026-11-05T19:33:25Z","employer_posted_date":"2026-11-05","last_verified_at":"2026-11-07T14:58:54Z","board_verified":true,"closed_at":null,"days_open":2,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":2},"description":"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.\nThe Position\nAdministrative Assistant - Global Procurement Warsaw and Madrid Sites\nOffice Location: Warsaw\nWork Model: Hybrid (min. 2 days per week in the office)\nThe Administrative Assistant provides administrative, operational, and business support across Global Procurement (GP) in particular for the Warsaw and Madrid sites and its leadership team, partnering closely with global and local stakeholders. Working as a key member of the Global Procurement Warsaw and Madrid sites, the Business Support network and the GP Enablement Chapter, this role drives order, consistency, continuity, and process alignment for GP Warsaw and Madrid linked to the other global sites. The position requires a proactive, autonomous, positive and professional candidate capable of managing complex priorities across multiple chapters and needs, solving operational challenges with minimal direction, and delivering solutions that support strategic procurement objectives.\nThe Opportunity:\nExecutive & Leadership Team (LT) Support\nCoordinate end-to-end global travel arrangements, including detailed flight itineraries, accommodation, ground transportation, and visa/entry documentation.\nPrepare, process, and reconcile comprehensive travel and business expense reports through settlement.\nServe as the primary point of contact and administrative subject matter specialist for the leadership team and functional area.\nMaintain strict confidentiality regarding sensitive organizational, personnel, and strategic business information.\nEvent & Meeting Management\nPlan and execute end-to-end logistics for internal and off-site meetings, Leadership Team sessions, regional calls, Global Town Halls, and multi-day functional workshops.\nCoordinate venue sourcing, technical setup, vendor negotiations, and catering arrangements for on-site and virtual events.\nAttend key functional meetings to capture and distribute comprehensive meeting minutes and rigorously track follow-up action items through completion.\nProcurement Operations & Financial Administration\nOversee purchase order (PO) creation, invoice processing, cross-charging, and monthly accruals in enterprise procurement systems (e.g., myBuy, SAP).\nTrack and monitor departmental budgets, including invoices and spend for contracted procurement workforces and external service providers.\nAdminister departmental time-tracking and attendance management systems.\nData Analysis, Reporting & Communications\nResearch, compile, and analyze complex procurement data and trends from disparate systems to support management decision-making.\nDevelop professional presentations, executive dashboards, and operational reporting templates for leadership reviews.\nDraft, edit, and initiate routine and non-routine business correspondence, memorandums, and organizational announcements.\nDesign and standardize documentation, templates, and operational policies to enhance operational efficiency.\nOperational Excellence & Team Integration\nOrganize and maintain departmental distribution lists, shared drives, and intranet sites (e.g., Google Sites, cloud repositories).\nCoordinate onboarding and offboarding activities for new team members and contractors to ensure smooth integration.\nCollaborate actively with global administrative peers to harmonize best practices, eliminate duplicate work, and optimize procurement workflows.\nProvide peer mentoring and informal supervisory/coordination support within the administrative team as needed.\nMindset & Behavioral Competencies\nEnterprise Thinker: Connects day-to-day administrative tasks to broader strategic procurement goals, proactively identifying opportunities to improve workflows across sites.\nCustomer-Centric & Action-Oriented: Demonstrates a service-oriented mindset, sound judgment, and the courage to take initiative, prioritize ruthlessly, and address ambiguous challenges.\nAgility & Urgency: Operates effectively under tight deadlines and changing priorities, remaining calm and composed in high-volume environments.\nCollaborative & Inclusive: Fosters a team-oriented environment, actively seeking diverse perspectives and sharing knowledge generously across geographic boundaries.\nProactive & Positive attitude: Does not wait for instructions but tackles problems promptly with a positive and solutions oriented approach about “how to make things to happen”\nWho you are:\nEducation & Experience\nCommercial diploma, Associate’s/Bachelor’s degree in Business Administration, or equivalent practical experience.\n3+ years of progressive administrative experience supporting senior leaders or executive leadership teams within a multinational corporate or Shared Services environment.\nRecognized professional administrative or project management certification is an asset.\nTechnical Skills\nAdvanced proficiency in modern productivity suites (Google Workspace: Docs, Sheets, Slides, Forms, Sites; and Microsoft Office Suite).\nFamiliarity with enterprise procurement/ERP systems (e.g., SAP, Ariba, GEP) and workflow/task management tools (e.g., Monday.com, Trello, Jira).\nProven capability to analyze numerical data, track budgets, and prepare executive-level reporting.\nCommunication & Languages\nSuperior verbal and written communication skills with the ability to interact with stakeholders at all organizational levels.\nEnglish: Full professional proficiency (written and spoken) is required.\nAdditional Languages: Working knowledge of German or Spanish is a distinct advantage.\nWhat you get:\nCompetitive salary based on the employment contract.\nAnnual bonus payment based on your performance.\nDedicated training budget (training, certifications, conferences, diversified career paths etc.).\nRecharge Fridays (2 Fridays off per quarter available).\nTake time Program (up to 3 months of leave to use for any purpose).\nVacation subsidy available.\nFlex Location (possibility to perform our work from different places in the world for a certain period of time).\nTake Time for Charity (additional paid leave of maximum 2 weeks to engage in the charity action of your choice).\nPrivate healthcare (LuxMed packages), group life insurance (UNUM) and Multisport.\nStock share purchase additions.\nYearly sales of company laptops and cars and many more!\nApply directly and join us in shaping the future of healthcare. If you feel this offer suits a friend of yours, feel free to share it.\nThe controller of your personal data is Roche Polska Sp. z o.o., ul. Domaniewska 28, 02-672 Warsaw. The data is processed for the purpose of recruitment. You have the right to access your data, rectify it, delete it, limit processing, transfer it and - if processing is based on your consent - withdraw this consent at any time. Contact the Data Protection Officer at: . More information on the principles of processing your personal data by Roche at the link: https://www.roche.pl/pl/content/klauzula-informacyjna-rekrutacja-en.html\nRoche Polska sp. z o.o. operates in full compliance with the law and does not tolerate any violations. Roche Polska sp. z o.o. has implemented a Procedure for Reporting Violations of Law. If you wish to report any irregularities related to our activities, all necessary information regarding the reporting process can be found on our website: https://www.roche.pl/kontakt/ochrona-sygnalistow-zglaszanie-naruszen.\nCompensation & Benefits\nWhere pay transparency applies, details are provided based on the primary posting location. For this role, the primary location is Warsaw. If you are interested in additional locations where the role may be available, we will provide the relevant compensation details later in the hiring process.Information about the compensation package for this position will be provided ahead of any interview\nWho we are\nA 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.\nLet’s build a healthier future, together.\nRoche is an Equal Opportunity Employer.","description_format":"text","description_chars":8837,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"Spanish","level":"All levels","optional":true},{"language":"German","level":"All levels","optional":false},{"language":"English","level":"Advanced (C1)","optional":false}]},"benefits":["Life insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Prescription Drugs","Diagnostic Tests & IVD","Biologics & Biosimilars","Oncology Therapeutics"],"lifecycle":[{"event":"open","at":"2026-11-05T19:33:25Z"}],"visa":[],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":1,"expected_fill_days":20,"reasons":["conf:4","stale_co","velocity","win:early","comp:brand"],"computed_at":"2026-11-07T05:47:08Z"},"pay":null,"html_url":"https://alion.io/job/roche-administrative-assistant-4","json_url":"https://alion.io/job/roche-administrative-assistant-4.json","meta":{"generated_at":"2026-11-07T23:54:15Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":39957,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-08T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":13531},"rest":"https://alion.io/mcp/rest/get_company?id=13531"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Froche-administrative-assistant-4"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Froche-administrative-assistant-4"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Froche-administrative-assistant-4"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/roche-administrative-assistant-4\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Froche-administrative-assistant-4"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3831060}},{"tool":"search_jobs","arguments":{"company":"roche.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3831060},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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