Executive Assistant (EA) to CEO, Office of CEO, Japan / CEO エグゼクティブ アシスタント（課長代理）

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Job Description

Please note that this role requires native-level proficiency in both English and Japanese, including speaking, business writing, and reading.

About Takeda

”Better Health for People, Brighter Future for the World” is the purpose of a company. We aim to create a diverse and inclusive organization where people can thrive, grow and realize their own potential while enabling our purpose. We continue to innovate and drive changes that will transform the lives of patients. We’re looking for like-minded professionals to join us.

Takeda is a global values-based, R&D-driven biopharmaceutical leader. We are guided by our values of Takeda-ism, which has been passed down since the company’s founding. Takeda-ism incorporates Integrity, Fairness, Honesty, and Perseverance, with Integrity at the core. They are brought to life through actions based on Patient-Trust-Reputation-Business, in this order.

OBJECTIVES/PURPOSE

• Serve as a trusted advisor and extension of the CEO, enabling executive effectiveness through proactive prioritization, sound judgment, and anticipation of business-critical needs
• Orchestrate the CEO’s time, communications, and information flow to ensure focus on enterprise priorities, governance obligations, and strategic decision-making
• Facilitate the CEO’s engagement with Board members, executive leadership, and external stakeholders, strengthening alignment, trust, and organizational effectiveness

Uphold the highest standards of integrity, confidentiality, and executive presence to mitigate risk and protect corporate reputation

Key Responsibilities

Partner closely with the CEO’s Executive Assistant based in Boston to operate as one integrated global support team, delivering seamless, end-to-end executive support with the highest standards of judgment, discretion, and professionalism

Executive Time & Priority Management

• Proactively manage the CEO’s highly complex calendar, meetings, and competing priorities, ensuring optimal allocation of time in alignment with enterprise and strategic objectives
• Coordinate domestic and international travel, including agendas, logistics, and advance preparation of materials required for executive engagements
• Anticipate executive needs, prioritize and triage requests, and resolve scheduling conflicts independently with minimal direction

Executive Communications & Gatekeeping

• Serve as a trusted gatekeeper for the CEO, screening, prioritizing, and escalating communications as appropriate; respond on behalf of the CEO when required
• Coordinate and support high-level in-person and virtual meetings, ensuring seamless logistics, connectivity, and executive presence
• Maintain the highest level of confidentiality, professionalism, and discretion in all internal and external communications

Strategic Administrative & Operational Support

• Prepare, organize, and distribute executive-level meeting materials and briefings of consistently high quality
• Maintain accurate records and documentation in compliance with Records and Information Management and governance requirements
• Manage executive expenses and related administrative processes in accordance with corporate policies
• Co-create deliverables with Boston-based EA and partner, maintaining shared ownership and seamless handoff of work across business days.

Stakeholder & Relationship Management

• Coordinate and support the CEO’s engagement with key internal and external stakeholders, acting as a professional and trusted point of contact
• Manage meeting follow-ups, action tracking, and communications to ensure effective relationship management and execution
• Act as a liaison across functions and leadership levels to facilitate alignment, information flow, and timely decision-making

Governance, Board & Executive Team Support

• Provide administrative and logistical support for CEO-led forums, including Takeda Executive Team (TET) meetings and other governance bodies
• Manage and maintain the corporate executive calendar, ensuring alignment with enterprise-wide priorities and governance timelines
• Partner closely with Executive Assistants supporting TET leaders to ensure seamless coordination, consistent standards, and effective information sharing
• Liaise with the Board of Directors Office to support the CEO’s engagement with the Board and its committees, including the Audit Supervisory Committee, Nomination Committee, and Compensation Committee

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS

• 5–10+ years of experience as an Executive Assistant supporting CEO or C-suite executives in a Fortune 500 or global multinational organization
• Demonstrated experience working in complex, matrixed global environments; bio-pharmaceutical or life sciences industry experience strongly preferred
• Proven experience supporting non-Japanese senior executives and navigating cross-cultural business environments
• Fluent in Japanese and English, with exceptional written and verbal communication skills in both languages
• Experience supporting Board of Directors, Executive Committee, and senior leadership meetings, including preparation of materials and coordination of governance processes
• Strong business acumen with the ability to understand corporate strategy, executive priorities, and organizational dynamics
• Demonstrated ability to anticipate executive needs, exercise sound judgment, and operate with a high degree of independence
• Exceptional integrity, professionalism, and discretion in handling highly confidential, sensitive, and strategic information
• Proven ability to manage complex executive calendars, travel, and priorities across multiple time zones
• Strong capability to perform under pressure, manage ambiguity, and adapt quickly to changing priorities
• Advanced stakeholder management skills, building trusted partnerships with senior leaders, Board members, executive teams, other Executive Assistants, and external partners
• Advanced time management, prioritization, and organizational skills, with strong attention to detail and follow-through
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word), including preparation of executive-level presentations, reports, and communications
• Flexibility to support a global executive role requiring irregular schedules and extended availability across time zones

TRAVEL REQUIREMENT

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

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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