Executive Assistant

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Job Description

Job Title: Executive Assistant

Mission: Responsible for functional activities such as filing, distributing correspondence, and/or maintaining records and processing invoices. Operate basic computer software to ensure all necessary support processes are completed within deadlines, thereby promoting excellence in service and communication with stakeholders

Purpose of the main job

• To support the leadership
• To enhance operational efficiency by driving process optimization, follow robust processes complying with the respective framework and relevant SOPs in collaboration with cross-functional stakeholders

Main responsibilities

• The individual will be providing and ensuring Secretarial and Administrative support to the multiple business stakeholders
• The individual must have experience with SAP, Concur, Ariba, Teams & Outlook Calendar and ERP tools
• Perform a variety of office management functions such as assisting in various projects, ordering budget items, renewing contracts, and preparing expense reports for the respective business leaders; oversee the maintenance of complex filing and record-keeping systems
• Responsible for all travel arrangements (Domestic and International) and coordinating logistics like visa, transport, hotels, etc. of respective Leaders through Takeda's designated agencies to comply with the travel policy
• Maintain timely concur claims management for respective Leaders
• Responsible for calendar management and documentation of internal and external meetings along with follow-up action. Review the minutes for future reference and business planning
• Responsible for all other employees in the respective departments with support related to relocation, overseas visa applications, and FOREX issuance
• Support all aspects related to vendor management, invoicing, contract due diligence, ordering, and stock of materials, as required
• External & Internal conference management

REQUIRED COMPETENCE

Required work experience related to the position

• Minimum 5-6 years of relevant experience in Secretarial and Administrative roles
• Bachelor's degree
• Proven/stable performance records over the past 2-3 years

Special requirements\ Skills \ Attributes

• Planning, organization & detail orientation
• Problem-solving & Solution Orientation
• Customer focus & Result orientation
• Analytical, Communication, presentation & MIS Skills
• Ability to successfully multitask with team requirements
• Experience working in a diverse environment with the ability to identify and resolve conflicts

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