Distribution Operation and Admin Specialist

Job 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.

The Position We advance science so that we all have more time with the people we love. The Distribution Operation and Admin Specialist acts as a key strategic partner, assisting the Distribution Manager with daily operational tasks while delivering end-to-end administrative support to both the Head of Commercial Operations and the Head of Finance. In this role, you will oversee a diverse spectrum of administrative, logistical, and project management responsibilities.

The ideal candidate excels in a dynamic, fast-paced environment, proactively anticipates executive needs, demonstrates sound decision-making, and uphold strict confidentiality standards. Your Opportunity

• Distributor Operations Work closely with distributor managers (DM) as the operational point of contact for distributors, drafting communications, issuing key deadline reminders, and establishing dedicated messaging channels. Update master records (such as DIA Mapping) and actively monitor operational tasks within LEAP. Oversee Letter of Confirmation (LoC) submissions, monitor statuses, and manage end-to-end contract execution. Coordinate with DM on meeting minutes during Quarterly Business Reviews (QBRs) and drive follow-up actions across relevant teams.
• Department Administration Coordinate onboarding procedures for new hires, including orientation programs and workplace setup. Facilitate business visitor logistics, such as visa support documentation, and lodging arrangements. Review documentation prior to executive sign-off, coordinating approvals even when managers are out of office. Process expense claims, invoices, and department financial allocation accurately and promptly.
• Travel & Logistics Organize comprehensive travel arrangements, covering flights, lodging, local transport, and visa requirements.
• Communication & Stakeholder Engagement Prepare, review, and issue official communications (emails, memorandums, and notices) on behalf of leadership. Engage professionally with executives, department heads, external partners, and clients, representing the organization with professionalism and tact.
• Team & Project Support Assist in organizing department initiatives, offsites, town halls, and leadership retreats. Provide ongoing support for ad-hoc departmental projects as required. Who you are Academic Qualification Bachelor’s degree preferred, or equivalent professional experience.

Professional Experience, Core Competencies, Mindset, and Behavioral Traits 3 - 5 years of experience as an Executive Assistant or any other administrative duties. Highly proficient in [Google Workspace / Microsoft Office Suite], communication tools (Slack, Zoom, Teams), and expense management software (e.g., Concur)

Organization

Exceptional time-management skills with a proven ability to multitask, prioritize tasks, and meet deadlines.

Communication

Good written and verbal communication skills; able to adapt tone and style for various audiences.

Problem-Solving

Proactive, resourceful, and able to anticipate needs or potential roadblocks before they arise.

Professionalism

High degree of integrity, emotional intelligence, and ability to handle highly sensitive and confidential information with discretion. 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.