Executive Assistant

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Job Description

Please note this job requires native level Japanese language command not only in speaking, business writing and reading.

タケダの紹介

タケダでは常に患者さんを中心に考え、世界中の人々により健やかで輝かしい未来をお届けすることを目指してきました。そして従業員一人ひとりにそれぞれの能力と熱意に応じた成長の機会を提供することにも組んで取り組んでいます。私たちと一緒に、世界中の人々のいのちに貢献し、さらなる成長と活躍を目指しませんか。

タケダは業界を牽引するグローバルリーダーです。従業員は四つの優先順位（患者さん中心、社会との信頼関係構築、レピュテーションの向上、事業の発展）とタケダイズム（誠実＝公正・正直・不屈）のもと一致団結しています。タケダイズムは私たちの信念であり正しい方向へ導く羅針盤です。私たちは日々の業務においてタケダイズムを体現しています。

Takeda is unwavering in our commitment to patients. With the patient at the center of everything we do, we continue to innovate and drive changes that will better their lives - we’re looking for like-minded professionals to join us.

Takeda is a global industry leader –we are united by our four priorities (Patients, Trust, Reputation, and Business) and our shared values of Takeda-ism: Integrity, Fairness, Honesty, and Perseverance. Takeda-ism is more than just a word. It’s a belief and a mindset which guides our decisions, behaviors, and interactions. It’s how we strive to work and live, every day.

OBJECTIVES/PURPOSE:

Executive Assistant (EA) for CFO plays a crucial role in maximizing the performance of CFO. EA provides the support in time management, communications, research and analysis, relationship management and administrative tasks that allows the CFO to focus on strategic financial leadership and decision-making and to effectively lead the Finance Leadership Team (FLT) and overall Finance organization. EA also supports the CFO’s activities to build trusted relationship with stakeholders both internally and externally and to protect Takeda’s reputation.

KEY RESPONSIBILITIES:

• Demonstrate end-to-end leadership in completing a broad variety of tasks for CFO such as;  
  • Time management: manage CFO’s calendar and meeting appointments. Arrange complex and detailed travel plans, itineraries and agendas with necessary documents are compiled. Prioritize tasks and ensures that the CFO’s time is used efficiently.
  • Communication support: act as a gatekeeper, screen communications, respond on behalf of the CFO when appropriate and ensure important messages are brought to the CFO’s attention promptly. Welcome guests for in-person meetings or ensure connection for remote meetings.
  • Administrative tasks: assist with preparing and organizing the meeting/presentation materials, collect and analyze information for reporting, documentate appropriately in line with the company’s Records and Information Management Policy and handle expense reports.
  • Research and analysis: conduct research, gather data and provide analysis to suport the CFO’s reporting.
  • Relationship managemnet: Support coordinate the interactions with key stakeholders both internally and externally, schedule meetings and ensure that relationships are managed effectively
• Provide administrative and logistical support for FLT meeting, Finance Leadership Conference (FLC) and Townhalls. Liaise with other Executive Assistants for a smooth operation when needed such as BU/Site visits.
• Support FP&A team to secure CFO’s time for Mid-Range Plan (MRP), Mid-Year Commitment (MYC) and CEO Review meetings. Provide CFO’s budget forecast and actual spending to FP&A team for tracking.
• Support IR team for thier events (i.e. Financial announcements, interviews and meetings with analysts, and video shooting). Plan ahead and adjust CFO’s schedule as needed to ensure CFO has enough time for preparation and technical rehearsals.
• Partner with other Executive Assistants for Takeda Executive Team (TET) leaders. Ensure a smooth information sharing, efffective communiation and strong teamwork to support CFO and other TET leaders collectively.     
• Liaise with Corporate Strategy Department (CSD) and CEO Office for the agenda that CFO is involved – i.e. Audit Supervisory Committee, Board of Directors Office.
• Manage other miscellaneous duties including personal matters that may be assigned to support CFO as necessary.

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS:

• 5-10 years of work experience as Executive Assistant for senior executives.
• Working in multi-national organization is must. Experience in bio-pharmaceutical industry and supporting non-Japanese executives are big plus.
• Strong verbal and written communication skills both in Japanese and English is must.
• Strong commitment and ability to complete a high volume of tasks.
• Very high level of integrity and discretion in handling confidential information.
• Abiltiy to deal with ambiguity and deliver the results under pressure.
• Strong interpersonal skills and ability to build effective relationship and partnership with stakeholders including TET, other EAs, FLT members and external partners.
• Agility to maintain life-work balance and cope with the different time zones.
• Outstanding task and time management skills.
• MS office knowledge (Outlook, Word, Excel and Power point)

TRAVEL REQUIREMENT:

Takeda is a global company and may require occasional travel for this position.

タケダのDE＆I

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Better Health, Brighter Future

Takeda Compensation and Benefits Summary:

• Allowances: Commutation, Housing, Overtime Work etc.

• Salary Increase: Annually, Bonus Payment: Twice a year

• Working Hours: Headquarters (Osaka/ Tokyo) 9:00-17:30, Production Sites (Osaka/ Yamaguchi) 8:00-16:45, (Narita) 8:30-17:15, Research Site (Kanagawa) 9:00-17:45

• Holidays: Saturdays, Sundays, National Holidays, May Day, Year-End Holidays etc. (approx. 123 days in a year)

• Paid Leaves: Annual Paid Leave, Special Paid Leave, Sick Leave, Family Support Leave, Maternity Leave, Childcare Leave, Family Nursing Leave.

• Flexible Work Styles: Flextime, Telework

• Benefits: Social Insurance, Retirement and Corporate Pension, Employee Stock Ownership Program, etc.

Important Notice concerning working conditions:

• It is possible the job scope may change at the company’s discretion.

• It is possible the department and workplace may change at the company’s discretion.

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