Executive Assistant
Delegación Cuajimalpa de Morelos, Mexico City Job ID R0187821 Category Business Administration Subcategory Corporate Functions Business Unit Corporate Functions Job Type Full timeBy 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 Takeda’s 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.
Job Description
Intro
At Takeda, the Data, Digital & Technology (DD&T) organization is driving our digital strategy and evolution by transforming our capabilities, structures and processes to meet the needs of patients, our people, and the planet.
Mexico City is home to one of DD&T’s Innovation Capability Centers and an important location for our organization. We invite you to join our digital transformation journey, where you will have the opportunity to grow your skills and become part of an innovative organization contributing to global impact and improvement.
Takeda is committed to creating an inclusive and collaborative workplace, where individuals are recognized for their backgrounds and the abilities they bring to our company. We are continuously improving our colleagues’ journey at Takeda, and we welcome applications from all qualified candidates. Here, you will feel welcomed, respected, and valued as an important contributor to our diverse team.
Position Summary
This Executive Assistant role is within Takeda’s Data, Digital & Technology (DD&T) organization, based in Mexico City, Mexico. Reporting into the DD&T USBU and OBU organization, the successful candidate will provide dedicated, high-quality executive administrative support to the leader of the organization, with full administrative accountability for that leader.
Key Responsibilities
Provide dedicated executive assistant support to the Head of DD&T, USBU & OBU, operating with the discretion, judgment, and executive presence required to support a senior DD&T leader and to interact effectively with Takeda Executive Team (TET) members.
Required Responsibilities
Calendar and schedule management: Proactively own and manage a complex, frequently changing executive calendar – prioritizing commitments, resolving conflicts, and protecting time against competing demands.
Executive communications: Draft, review, and coordinate executive-level communications, and communicate clearly and professionally with TET members, senior leaders, and their assistants on behalf of the leader.
Travel and event logistics: Organize complex domestic and international travel and associated logistics – including multi-party alignment across internal groups and, at times, external or industry partners – and partner with central meeting planning teams on larger trips, meetings, and events.
Expenses coordination: Work with DD&T central expense management role to ensure appropriate submission and completion of leader expenses
Stakeholder management: Build and maintain strong working relationships across DD&T, the broader enterprise, and external partners, acting as a trusted point of contact for the leader’s office.
Confidentiality, judgment and discretion: Handle highly confidential and sensitive information with the utmost discretion at all times and exercise strong, independent judgment – including the confidence to respectfully challenge or decline a request from a senior leader or TET member when it is in the best interest of the leader’s priorities.
Proactivity and problem solving: Anticipate the leader’s needs, identify issues early, and resolve problems proactively before they escalate.
Preferred Responsibilities
Meeting coordination and agenda preparation: Coordinate meetings end-to-end, prepare and circulate agendas, coordinate pre-reads, and ensure the leader is fully prepared.
Meeting facilitation: Where appropriate, facilitate or lead meetings on behalf of the leader.
Documents, presentations, and data: Where appropriate, prepare and coordinate documents, correspondence, reports, and presentations; collect, review, enter, and format accurate data using Microsoft Outlook, Word, Excel, and PowerPoint; and ensure materials adhere to corporate and organizational standards.
Vendor and payment support: Prepare documentation for payment of vendors, consultants, and suppliers; submit and track payment requests and purchase orders and respond to related inquiries.
Continuous improvement and network: Participate in process improvement and build a strong internal network to answer questions, solve problems, and execute responsibilities effectively.
Junior and team administrative support: Provide guidance and support to junior administrative staff, enhancing team capabilities, and aid the broader administrative team as needed to ensure seamless DD&T senior leader support
Perform other related duties as required.
Education, Experience, Competencies & Skills
Experience and Education
8–10 years of executive-level administrative experience, ideally supporting senior executives or leaders.
Experience within large, complex, global corporations.
Bachelor’s degree in business administration, office administration, communications, or equivalent.
Required Competencies and Skills
Executive communication: Excellent verbal and written communication skills, including executive-level communications. Fluency in English is required.
Confidentiality: Proven ability to handle highly confidential and sensitive information with discretion.
Proactivity: Highly proactive, resourceful, and solution-oriented, with the ability to anticipate needs and solve problems before they escalate.
Organization and travel planning: Strong organizational skills, including complex domestic and international travel and associated meeting planning.
Technology: Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Flexibility: Willingness to flex working arrangements to accommodate collaboration and meetings across global time zones, including US time zones.
Preferred Competencies and Skills
Judgment and discretion: Strong judgment and discretion, including the confidence to respectfully say no to senior leaders – including TET members – when appropriate.
Stakeholder management: Strong stakeholder management and interpersonal skills, with the ability to build trusted relationships at all levels.
Cross-functional coordination: Ability to coordinate across functions and manage multiple complex, concurrent priorities.
Adaptability: Change readiness and the ability to adapt quickly to shifting priorities.
Meeting facilitation: The ability to facilitate or lead meetings is an advantage.
