Admin Assistant

Roche fosters diversity, equity and inclusion, representing the communities we serve. When dealing with healthcare on a global scale, diversity is an essential ingredient to success. We believe that inclusion is key to understanding people's varied healthcare needs. Together, we embrace individuality and share a passion for exceptional care. Join Roche, where every voice matters.

The Position

Position Summary

Responsible for a range of admin services & solutioning activities and collaborate to ensure functionality of the general office administration. Act as an enabler to the operational efficiency of the relevant functions and departments.

Responsibilities

Support for Head of Department

• Manage calendar, prepare document and presentation material, organize travel and meeting, process travel and expenses claims in expense management system and other administrative activities.

• Provide support in scheduling leadership team meetings.

Support for Teams

• Meeting: Schedule and support internal and external meetings that includes team meetings, offsite meeting and meeting with affiliates and business partners.

• Event : Plan and organize company and team events in collaboration with onsite support, vendors and suppliers if required such as townhall, workshop, training, focus group activities, teambuilding, team celebration, business lunch/dinner. This includes catering service, ordering and handling caterer on site, event decoration, gifts, registration, logistic setup, space booking, etc.

• Data (Insight): Create and maintain Admin Site Event Catalogue, embedded in RSS InfoSite, data and dashboard.

• Purchases: Act as myBuy purchase request focal point for purchasing of office materials and services and ensure purchase order issuance until delivery of items.. Participate in yearly blanket PO exercise, ensuring correct PO value for relevant vendors. Create blanket PO for all contingent workers (third party contractors) with hiring managers. Assist with invoice reconciliation and verification and yearly accruals on need basis with Finance.

• Visitor: Prepare and plan visitor programs for incoming visitors & leadership team visits, visitor registration in system (for large group), prepare welcome slides and support other logistic needs.

• New Joiners & Leavers: Provide new team member onboarding support on behalf of hiring managers in the aspects of admin-related matters, and help offboarding leavers for office item return. Onboarding includes welcome pack, assign personal locker (based on needs), update of distribution lists and other team g-sheet listing, calendar, whatsapp group, organization chart and overall familiarization of office admin logistics.

• Documentation, Courier/Dispatch: Administer emails and correspondences as and when required. Prepare and issue letter of invitation (visa) for affiliates. Coordinate dispatch and courier service.

• Filing: Support with database, team wbs/cost centre info. Organize filing system when the need arises.

• Department Goods: Plan and administer team stationeries and other departmental goods.

• Team's Contact: Act as contact person on behalf of teams to handle general request such as office moves, setup, location, etc.

Site Support - Office Administration

• Back up: Provide cover and back-up support in the leave of absence of the other nominated admin buddy, including front-office back-up.

• Site Admins: Collaborate to manage end-to-end office administration and ensure office functionality as site admin/floor focal point. Participate in office safety inspection and ensure clean desk practice for teams.

• Distribution List: Create and maintain floor distribution list and floor master locker g-sheet listing.

• Site Activities: Act as First Aider, Floor Warden, etc. (optional).

Who you are

• You possess a bachelor's degree in business administration or professional degree in any field.

• Minimum 5 years of relevant working experience.

• Proficient in written and spoken business English language.

• A strong teammate, high self-motivation, solutions-oriented candidate with strong customer centric approach.

• Able to work independently with minimum supervision.

• Work experience in business services, procurement, event planning or project management.

• Demonstrable track record of managing administrative processes and coordinating events with an emphasis on efficiency and compliance.

• Experience with office logistics and creating a productive work environment.

• Fluency in SAP or other business operating system with literacy in either Microsoft or Google suites a plus.

Who we are

At Roche, more than 100,000 people across 100 countries are pushing back the frontiers of healthcare. Working together, we've become one of the world's leading research-focused healthcare groups. Our success is built on innovation, curiosity and diversity.

The Roche Services & Solutions as well as People Support Solutions organisations located in Kuala Lumpur provide end-to-end business solutions for Finance, Procurement, IT, Communications, People & Culture (Human Resources) and beyond to our Roche colleagues across the APAC region. Today Roche employs altogether around 1100 employees in Malaysia.