Executive Administrative Assistant

By clicking the Apply button I understand that my employment application process with Takeda will commence and that the information I provide in my application will be processed in line with Takedas Privacy Notice and Terms of Use. I further attest that all information I submit in my employment application is true to the best of my knowledge.

The Executive Administrative Assistant provides high-level administrative operational and organizational support to the Head of Global R&D Policy and Innovation and Head of GRA Oncology TAU enabling effective leadership of a global highly matrixed function.

This role serves as a trusted partner to the Heads proactively managing a complex global calendar priorities travel meetings communications and administrative processes. The successful candidate will exercise strong judgment and discretion anticipate needs identify competing priorities and potential conflicts and help ensure the executives time and attention are focused on the most important business priorities.

The role also supports the effective operation and connectivity of the broader leadership teams working with colleagues and administrative partners across Global Regulatory Affairs Research & Development Public Affairs Legal and other functions and regions.

• Proactively manage a complex and frequently changing global calendar using sound judgment to prioritize meetings and protect time for critical business priorities preparation decision making and follow-up.
• Understand the purpose priority participants and required preparation for key meetings rather than managing the calendar solely as a scheduling function.
• Anticipate scheduling conflicts and competing demands and resolve them proactively escalating when executive judgment is required.
• Coordinate meetings across global time zones and with senior internal and external stakeholders.
• Ensure the Heads are appropriately prepared for important meetings and engagements including confirming logistics participants materials and relevant background.
• Maintain appropriate flexibility to accommodate urgent portfolio regulatory policy and leadership matters.

• Support the effective operation of the Heads leadership teams including scheduling leadership meetings coordinating agendas organizing materials and tracking key follow-up items.
• Help maintain visibility to significant commitments milestones external engagements team events and leadership priorities across the function.
• Coordinate with administrative colleagues supporting senior leaders across Global Regulatory Affairs Research & Development and other functions to facilitate cross-functional meetings and activities.
• Support planning and logistics for leadership meetings team meetings town halls offsites and other organizational events.
• Help create an organized and efficient flow of information across a geographically dispersed global team.

• Plan complex domestic and international travel considering business priorities meeting schedules travel requirements and efficient use of executive time.
• Coordinate logistics for engagements with external stakeholders including health authorities industry associations external experts and other senior stakeholders as required.
• Manage travel itineraries and respond quickly and calmly when arrangements change.
• Coordinate meeting rooms virtual meeting arrangements visitor logistics catering and other requirements for key meetings and events.

• Manage expense reports purchase orders invoices procurement activities and other administrative processes accurately and on time.
• Support onboarding and offboarding equipment access organizational updates and other administrative needs for GRPI and GRA Oncology colleagues as appropriate.
• Maintain organized records and distribution lists and support document management and other team infrastructure.
• Handle sensitive and confidential information with a high degree of discretion.
• Identify opportunities to simplify administrative processes and improve the efficiency of the Head of GRPI and Head GRA Oncology TAU and the broader team.

• High school diploma or equivalent required; bachelors degree or additional relevant education preferred.
• Significant experience supporting senior executives in a complex global organization; experience in the pharmaceutical biotechnology healthcare or another highly regulated industry preferred.
• Demonstrated ability to manage complex executive calendars and competing priorities with limited supervision.
• Exceptional organizational skills with strong attention to detail and consistent follow-through.
• Excellent judgment and ability to distinguish urgent matters from important matters and routine requests.
• Highly proactive with demonstrated ability to anticipate needs identify potential issues and take appropriate action before problems arise.
• Strong interpersonal skills and the confidence and professionalism to interact effectively with senior executives and internal and external stakeholders.
• Excellent written and verbal communication skills.
• Ability to operate effectively in a fast-moving matrixed global environment and remain composed when priorities change.
• Strong discretion and demonstrated ability to handle sensitive and confidential information.
• Strong proficiency with Microsoft Outlook Teams PowerPoint Word Excel SharePoint and related collaboration tools.
• Ability to work effectively across cultures and time zones and to accommodate occasional schedule flexibility associated with a global executive role.

At Takeda we are transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. Takeda is a patient-focused company that will inspire and empower you to grow through life-changing work.

Certified as a Global Top Employer Takeda offers stimulating careers encourages innovation and strives for excellence in everything we do. We foster an inclusive collaborative workplace in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

This position is currently classified as hybrid following Takedas Hybrid and Remote Work policy.

#LI-Hybrid

Takeda Compensation and Benefits Summary

For Location:

U.S. Hourly Wage Range:

The estimated hourly wage range reflects an anticipated range for this position. The actual hourly wage offered may depend on a variety of factors including the qualifications of the individual applicant for the position years of relevant experience specific and unique skills level of education attained certifications or other professional licenses held and the location in which the applicant lives and/or from which they will be performing the actual hourly wage offered will be in accordance with state or local minimum wage requirements for the job location.

For information about our benefits please click here.

EEO Statement

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race color religion sex sexual orientation gender identity gender expression parental status national origin age disability citizenship status genetic information or characteristics marital status status as a Vietnam era veteran special disabled veteran or other protected veteran in accordance with applicable federal state and local laws and any other characteristic protected by law.

Job Exempt