Job Description

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 peoplexe2x80x99s varied healthcare needs. Together, we embrace individuality and share a passion for exceptional care. Join Roche, where every voice matters.The PositionRoche Diagnostics in Johannesburg has an exciting opportunity for an Executive Assistant to the General Manager (Network Lead for the Southern Africa Network).We are seeking a dynamic and proactive individual to join our team as the right-hand person to our Network Lead. As the face of the office, you will play a pivotal role in enabling the Network Lead to drive company initiatives and achieve strategic goals. Your responsibilities will include leading day-to-day functions and requirements, allowing the Network Lead to focus on high-level leadership and strategic functions. You will be responsible for coordinating and managing meetings, preparing and organising important materials, and ensuring alignment with the overall meeting plan. This role will require a deep understanding of the business in order to effectively support decision-making and serve as the eyes and ears for the Network Lead and the Leadership team. Additionally, you will be expected to connect projects and critical business information to the leadership team's objectives, ensuring that meetings and materials are efficient and effective. Ultimately, you will serve as a trusted partner, delivering on the priorities of the Southern Africa Network.Key ChallengesCoordination

• Organisation of internal and external meetings, managing calendars across time zones and handling conflicts in the agenda
• Sending out meeting agendas 2 weeks in advance, handling calendar invites and meeting minutes within 48 hours of the meeting
• Coordinating local and international travel for the Network Lead, Conferences and Group Meetings.
• Managing Leadership Team agendas and materials, facilitating cross-functional communication and coordination.
• Handling travel bookings, generating itineraries, and coordinating programs managed by the Network Lead Office.
• Organising staff social events, sending out invitations a week prior, and coordinating restaurant reservations and transfers for certain groups attending business meetings.

Calendar Management

• Manage the Network Lead's calendar, including scheduling meetings and evaluating travel needs.
• Advise the Network Lead on time-sensitive and priority issues.
• Schedule departmental/ LT / Extended LT /One on One meetings and assist in preparing meeting agendas and materials.
• Maintain open communication with the LT team and provide information and documents as needed.
• Serve as a bridge for smooth communication between the Network Lead and staff.
• Receive agendas for Network Lead meetings at least 3 days in advance.
• Provide support for logistics and coordination of the Network Lead's personal agenda from time to time.

Management of Meetings

• Ensure seamless organisation of meetings and events by booking venues, preparing rooms, and providing refreshments
• Proactively gather meeting discussion points from participants and distribute meeting agendas in advance.
• Attend meetings, take detailed notes, and prepare accurate minutes and summaries for distribution.
• Maintain confidentiality of sensitive information and ensure accuracy of meeting minutes.
• Collaborate with the Network Lead to prepare engaging PowerPoint presentations for various events.
• Provide hospitality and create a welcoming environment for all guests, including coordinating meeting schedules and arrangements for visiting guests in alignment with the Network Lead.

Administration

• Prepare and submit expense reports, maintaining accurate records.
• Coordinate and complete projects involving various stakeholders.
• Replenish office supplies and support the Network Lead to free up time for business focus.

Events Management

• Coordinate all Southern African Network functions and events.
• Brief cross functional teams and utilise resources from other teams (such as the Africa Communications and the Events teams).
• Coordination of logistics for staff, guests and guest speakers.
• Management of the agenda and minutes of events
• Coordinate the effective setup and IT functionality of venues in totality from hospitality to IT.

Who you are as our ideal candidate:

• Required Qualification: A diploma or degree in Business Administration, Secretarial or similar.
• Required Experience: At least 5 years experience in an administration or personal assistant type role or similar with extensive experience in managing multiple calendars. We are ideally seeking a candidate that has experience in supporting a General Manager or an Executive team.

Notes on the vacancy:

• A full job description is available upon request.
• Relocation benefits are not available for this position.

Who we areAt Roche, more than 100,000 people across 100 countries are pushing back the frontiers of healthcare. Working together, wexe2x80x99ve become one of the worldxe2x80x99s leading research-focused healthcare groups. Our success is built on innovation, curiosity and diversity.Roche has played a pioneering role in healthcare as an innovator of products and services for the early detection, prevention, diagnosis and treatment of diseases. The company has operated in South Africa since 1947.The local office of Roche Diagnostics is based in Midrand, Johannesburg and it has offices throughout Southern Africa and Sub-Sahara Africa. We employ over 180 employees in our Diagnostics division.Roche is an Equal Opportunity Employer.

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