Executive Operations Lead

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

Executive Operations Lead

Reporting to: General Manager/ Finance Manager
Subordinates: 4

Role Description

The Admin Manager / Chief of Staff is a dual-impact role, serving as a strategic partner to the General Manager and a functional leader for the organization’s administrative and business support infrastructure. Reporting to the Finance Manager, the role holder acts as a "bridge-builder" between the Enabling Team and business units, ensuring operational excellence across executive support, office management, and event logistics. As a leader of the Business Support team, they are responsible for optimizing administrative processes, fostering a high-performance service culture, and ensuring that the physical and logistical environment of the office empowers the team to deliver value to patients and stakeholders.

Summary of Main Responsibilities:

Executive Support & Strategic Coordination

• Act as the primary Executive Assistant to the General Manager, proactively managing complex calendars, domestic/international travel logistics, and migration/visa requirements.
• Handle confidential business and personal tasks for the GM to optimize their leadership capacity.
• Provide high-level administrative partnership to the Enabling Team, ensuring departmental priorities are supported.

People Leadership & Process Excellence

• Directly manage and coach a diverse team including Administrative and Business Support Coordinators and the Driver
• Standardize and continuously improve administrative business processes to increase organizational efficiency and simplify complex workflows.
• Distribute tasks among specialists based on their competencies and workload, providing daily mentorship on Roche systems, tools, and methods.
• Supervise Business Support Coordinators to ensure high-quality logistical assistance and event support is provided to all business-driving teams.
• Oversee the full lifecycle of vendor relations and documentation, from tendering and contract preparation to the control of invoices and financial closing.
• Control the organization of international congresses, speaker trainings, and internal events, including stakeholder (KOL) engagement and logistics.
• Ensure all administrative operations are executed with precision, maintaining high ethical standards and safeguarding confidential company information.

Office Operations & Fleet Management

• Oversee total office maintenance, including cleaning services, supply procurement (stationery, catering/food), and coordinating technical repairs.
• Manage the corporate car fleet, ensuring compliance, maintenance, and efficient logistics for the organization.
• Optimize the office environment to reflect the company’s culture and ensure a productive workspace for all employees.

Corporate Events & Stakeholder Hosting

• Provide essential support in the planning and execution of major corporate milestones, including Kick-off meetings, Cycle meetings, and internal team events.
• Serve as the lead host and coordinator for visits from Top Management and key external stakeholders, ensuring professional hospitality and seamless logistics.

Requirements:   

• University degree in Business Administration, Finance, or a related field.
• 5+ years of experience in administrative management or executive support, preferably within an international environment.
• Proven experience in leading and developing a diverse administrative team.
• Exceptional organizational skills: ability to manage high-level logistics (GM support, travel, events) with high precision.
• Service-oriented mindset: a passion for creating a seamless office environment that supports business-driving teams.
• A proactive drive to simplify complex administrative processes and remove bureaucracy.
• Ability to find solutions for unique problems without a predefined manual.
• Absolute discretion and confidentiality in supporting the General Manager and Finance Manager.
• Strong interpersonal skills: ability to connect and collaborate across all levels of the organization.
• Fluency in English and Russian
• Advanced proficiency in MS Office/Google Workspace and digital tools for process automation.
• Basic understanding of migration laws and visa processes for international travel.

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.