Executive Assistant, Meetings and Travel Center of Excellence & Indirect Procurement

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Job Description

ABOUT THE ROLE:

The Executive Assistant provides high-level administrative and secretarial services to Senior Executives. This role is essential in managing complex schedules, handling communications, and ensuring smooth operational workflows, thereby contributing to Takeda's mission of delivering Better Health and a Brighter Future.

OBJECTIVES/PURPOSE:

• Supports (2) Global Executives under the Global Meetings and Travel Center of Excellence & Indirect Procurement

• When appropriate manages email and other correspondence for the executives, responding on behalf of the Executives forwarding communications to appropriate staff to respond, or escalating to the Executive as needed

• Highly experienced in managing Senior Executive calendars and travel requirements (international travel booking experience is required)

• Performs administrative duties and office support activities for the extended teams

• Experience exercising discretion and confidentiality with sensitive company information.

ACCOUNTABILITIES:  

• Schedules Executive’s meetings, arranges meeting space and/or virtual meeting tools; develops staff meeting agendas and ensures that participants are prepared for the meetings; ensures that any follow-up actions resulting from the meeting are documented and completed.

• Understands and anticipates the Executive’s needs regarding preparation for and scheduling of activities; manages the Executive’s calendar; schedules meetings, calls, and other interactions based on priorities; arranges travel; completes expense reports in a timely manner.

• Understands & anticipates the needs of the executive, has supported Meetings, Travel and / or Procurement in a global capacity.

• Exercise judgement & decision making to be more effective. High emotional intelligence and maturity to make an impact on the overall team.

• Arranges travel for the team or department; completes expense reports in a timely manner.

• Collects, reviews, enters, and formats accurate data into spreadsheets, databases, and other electronic tools.

• Interfaces and communicates with internal customers; directs people to the appropriate resources.

• Researches solutions and responds to email and phone inquiries with guidance and review from direct supervisor.

• Participates in maintenance of improvement processes; implements changes to improvement processes for direct responsibilities.

• Develops a strong network within the department; draws on network to answer questions and successfully execute responsibilities.

• Excellent organizational skills with an ability to think proactively and prioritize work.

• Reviews documents and proofreads work for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards.

• Coordinates documents and correspondence, including letters, reports, emails, presentations

EDUCATION, BEHAVIORAL COMPETENCIES, AND SKILLS:

• High school diploma/GED required. BA or BS degree preferred.

• Must have at least 5 years working in a highly regulated industry, pharma experience preferred.

• Meetings, Travel, Procurement support experience preferred

• Experience working in a complex global environment.

• Minimal supervision; works autonomously within established procedures and practices

• Excellent interpersonal, communication skills

• Ability to develop and maintain business relationships to identify and cultivate relationships with key stakeholders and position them at an appropriate level.

• Ability to rely on experience and judgment to plan and accomplish goals with a wide degree of creativity and latitude

• Skilled at Business Partnering and Stakeholder Management.

MORE ABOUT US:

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" in accordance with Takeda's Hybrid and Remote Work policy.

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Takeda Compensation and Benefits Summary

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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.

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Job Exempt