Executive Coordinator

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Job description

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Job Description

About the role:

At Takeda, we are a forward-looking, world-class R&D organization that unlocks innovation and delivers transformative therapies to patients. By focusing R&D efforts on four therapeutic areas and other targeted investments, we push the boundaries of what is possible in order to bring life-changing therapies to patients worldwide.

Join Takeda as an Executive Coordinator where you will provide high-level administrative support to VP and leadership team, ensuring smooth and efficient operations within the organization. You will also

• Act as a gatekeeper and liaison for the assigned leader/s, managing their schedules, communications, and information flow to optimize their productivity.
• Contribute to the overall success of the leadership team by handling administrative tasks, facilitating communication, and enabling decision-making.
• Uphold a standard of professionalism and confidentiality while representing the leader/s and the organization in various capacities.

As part of the Oncology Drug Discovery Unit you will report to the Head of the organization.

How you will contribute:

• Manage and maintain executives' schedules, appointments, and travel arrangements.
• Coordinate and organize assigned meetings, including preparing agendas and taking minutes.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Conduct research and compile data to support strategic decision-making.
• Assist in the preparation of reports and presentations.
• Act as the point of contact between executives and internal/external clients. Research solutions and responds to email and phone inquiries with minimal input from direct supervisor.
• Coordinate and execute critical event planning, including but not limited to leadership team offsites and corporate events, ensuring seamless logistics and exceptional guest experiences.
• Track and administer training programs for leadership team, including scheduling, materials preparation, and record-keeping to support professional development initiatives.
• Assist in space planning and office layout optimization, collaborating with facilities management to create efficient and productive work environments.
• Facilitate new employee onboarding processes, including preparing workspaces, coordinating orientation schedules, and providing administrative support to ensure a smooth transition into the organization.
• Contribute to budget management by tracking expenses, processing invoices, and assisting in the preparation of financial reports to support the executive team's decision-making.
• Initiate, develop, lead, and participate in improvement processes; actively participates in resulting process improvements.
• Maintain a high level of confidentiality and discretion when handling sensitive information and communications on behalf of the leadership team.
• Ensure the smooth and efficient operation of administrative processes, contributing to the overall effectiveness and productivity of the leadership team and the organization.
• Provide administrative support for special projects as needed.

Minimum Requirements/Qualifications:

• High school diploma/GED required. Associates or Bachelor degree preferred with a minimum 8 years of relevant experience preferably within a BioPharma environment.
• Excellent organizational, written, and verbal communication skills.
• Meticulous attention to detail.
• Ability to prioritize and work independently, using good judgement and high level of awareness.
• Ability to build strong rapport with leadership team.
• Ability to interact with leaders, including Takeda executives; ability to form good working relationships with colleagues across the global organization.
• Have flexibility, strong multitasking and organizational skills as well as a team player mindset.
• Have strong interpersonal skills and the ability to influence without authority.
• Serve as a key partner to the executive team, providing proactive administrative support and contributing to the achievement of organizational goals through effective communication and collaboration.
• Demonstrate a deep understanding of the organization's culture, values, and business objectives, integrating these elements into administrative processes and interactions to uphold a cohesive and harmonious work environment.
• Lead and guide administrative staff to ensure efficient workflow and adherence to company policies and procedures.
• Proficient in the use of office productivity software such as Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant tools to create and manage documents, presentations, and communications effectively.
• Familiarity with database management, scheduling software, and online collaboration platforms to streamline administrative processes and facilitate efficient communication within the leadership team and across the organization.

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.

Takeda Compensation and Benefits Summary

We understand compensation is an important factor as you consider the next step in your career. We are committed to equitable pay for all employees, and we strive to be more transparent with our pay practices.

For Location:

Boston, MA

U.S. Hourly Wage Range:

$32.64 - $51.30

The estimated hourly wage range reflects an anticipated range for this position. The actual hourly wage offered may depend on a variety of factors, including the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job.The actual hourly wage offered will be in accordance with state or local minimum wage requirements for the job location.

U.S. based employees may be eligible for short-term incentives. U.S.based employees may be eligible to participate in medical, dental, vision insurance, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, a tuition reimbursement program, paid volunteer time off, company holidays, and well-being benefits, among others. U.S.based employees are also eligible to receive, per calendar year, up to 80 hours of sick time, and new hires are eligible to accrue up to 120 hours of paid vacation.

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.

Locations

Boston, MA

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time

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