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.

Administrative Assistant – Global Procurement Warsaw and Madrid Sites

Office Location: Warsaw

Work Model: Hybrid (min. 2 days per week in the office)

The 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.

The Opportunity:

Executive & Leadership Team (LT) Support

• Coordinate end-to-end global travel arrangements, including detailed flight itineraries, accommodation, ground transportation, and visa/entry documentation.
• Prepare, process, and reconcile comprehensive travel and business expense reports through settlement.
• Serve as the primary point of contact and administrative subject matter specialist for the leadership team and functional area.
• Maintain strict confidentiality regarding sensitive organizational, personnel, and strategic business information.

Event & Meeting Management

• Plan 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.
• Coordinate venue sourcing, technical setup, vendor negotiations, and catering arrangements for on-site and virtual events.
• Attend key functional meetings to capture and distribute comprehensive meeting minutes and rigorously track follow-up action items through completion.

Procurement Operations & Financial Administration

• Oversee purchase order (PO) creation, invoice processing, cross-charging, and monthly accruals in enterprise procurement systems (e.g., myBuy, SAP).
• Track and monitor departmental budgets, including invoices and spend for contracted procurement workforces and external service providers.
• Administer departmental time-tracking and attendance management systems.

Data Analysis, Reporting & Communications

• Research, compile, and analyze complex procurement data and trends from disparate systems to support management decision-making.
• Develop professional presentations, executive dashboards, and operational reporting templates for leadership reviews.
• Draft, edit, and initiate routine and non-routine business correspondence, memorandums, and organizational announcements.
• Design and standardize documentation, templates, and operational policies to enhance operational efficiency.

Operational Excellence & Team Integration

• Organize and maintain departmental distribution lists, shared drives, and intranet sites (e.g., Google Sites, cloud repositories).
• Coordinate onboarding and offboarding activities for new team members and contractors to ensure smooth integration.
• Collaborate actively with global administrative peers to harmonize best practices, eliminate duplicate work, and optimize procurement workflows.
• Provide peer mentoring and informal supervisory/coordination support within the administrative team as needed.

Mindset & Behavioral Competencies

• Enterprise Thinker: Connects day-to-day administrative tasks to broader strategic procurement goals, proactively identifying opportunities to improve workflows across sites.
• Customer-Centric & Action-Oriented: Demonstrates a service-oriented mindset, sound judgment, and the courage to take initiative, prioritize ruthlessly, and address ambiguous challenges.
• Agility & Urgency: Operates effectively under tight deadlines and changing priorities, remaining calm and composed in high-volume environments.
• Collaborative & Inclusive: Fosters a team-oriented environment, actively seeking diverse perspectives and sharing knowledge generously across geographic boundaries.
• Proactive & 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”

Who you are:

Education & Experience

• Commercial diploma, Associate’s/Bachelor’s degree in Business Administration, or equivalent practical experience.
• 3+ years of progressive administrative experience supporting senior leaders or executive leadership teams within a multinational corporate or Shared Services environment.
• Recognized professional administrative or project management certification is an asset.

Technical Skills

• Advanced proficiency in modern  productivity suites (Google Workspace: Docs, Sheets, Slides, Forms, Sites; and Microsoft Office Suite).
• Familiarity with enterprise procurement/ERP systems (e.g., SAP, Ariba, GEP) and workflow/task management tools (e.g., Monday.com, Trello, Jira).
• Proven capability to analyze numerical data, track budgets, and prepare executive-level reporting.

Communication & Languages

• Superior verbal and written communication skills with the ability to interact with stakeholders at all organizational levels.
• English: Full professional proficiency (written and spoken) is required.
• Additional Languages: Working knowledge of German or Spanish is a distinct advantage.

What you get:

• Competitive salary based on the employment contract.
• Annual bonus payment based on your performance.
• Dedicated training budget (training, certifications, conferences, diversified career paths etc.).
• Recharge Fridays (2 Fridays off per quarter available).
• Take time Program (up to 3 months of leave to use for any purpose).
• Vacation subsidy available.
• Flex Location (possibility to perform our work from different places in the world for a certain period of time).
• Take Time for Charity (additional paid leave of maximum 2 weeks to engage in the charity action of your choice).
• Private healthcare (LuxMed packages), group life insurance (UNUM) and Multisport.
• Stock share purchase additions.
• Yearly sales of company laptops and cars and many more!

Apply 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.

The 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: Ochrona.danych@roche.com. 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

Roche 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.

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.