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

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Job description

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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.

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:

USA - MA - Cambridge - Kendall Square - 500

U.S. Hourly Wage Range:

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.

LocationsUSA - MA - Cambridge - Kendall Square - 500

Worker TypeEmployee

Worker Sub-TypeRegular

Time TypeFull time

Job Exempt

No

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