Executive Administrative Assistant

Job Description The Executive Administrative Assistant provides high-level administrative, operational, and organizational support to the Head of Global R&D Policy and Innovation and Head of GRA Oncology TAU, enabling effective leadership of a global, highly matrixed function. This role serves as a trusted partner to the Heads, proactively managing a complex global calendar, priorities, travel, meetings, communications, and administrative processes. The successful candidate will exercise strong judgment and discretion, anticipate needs, identify competing priorities and potential conflicts, and help ensure the executives' time and attention are focused on the most important business priorities. The role also supports the effective operation and connectivity of the broader leadership teams, working with colleagues and administrative partners across Global Regulatory Affairs, Research & Development, Public Affairs, Legal, and other functions and regions. Accountabilities Executive and calendar support: Proactively manage a complex and frequently changing global calendar, using sound judgment to prioritize meetings and protect time for critical business priorities, preparation, decision making, and follow-up. Understand the purpose, priority, participants, and required preparation for key meetings rather than managing the calendar solely as a scheduling function. Anticipate scheduling conflicts and competing demands and resolve them proactively, escalating when executive judgment is required. Coordinate meetings across global time zones and with senior internal and external stakeholders. Ensure the Heads are appropriately prepared for important meetings and engagements, including confirming logistics, participants, materials, and relevant background. Maintain appropriate flexibility to accommodate urgent portfolio, regulatory, policy, and leadership matters. Leadership team and organizational support: Support the effective operation of the Heads' leadership teams, including scheduling leadership meetings, coordinating agendas, organizing materials, and tracking key follow-up items. Help maintain visibility to significant commitments, milestones, external engagements, team events, and leadership priorities across the function. Coordinate with administrative colleagues supporting senior leaders across Global Regulatory Affairs, Research & Development, and other functions to facilitate cross-functional meetings and activities. Support planning and logistics for leadership meetings, team meetings, town halls, offsites, and other organizational events. Help create an organized and efficient flow of information across a geographically dispersed global team. Travel, meetings and external engagements: Plan complex domestic and international travel, considering business priorities, meeting schedules, travel requirements, and efficient use of executive time. Coordinate logistics for engagements with external stakeholders, including health authorities, industry associations, external experts, and other senior stakeholders, as required. Manage travel itineraries and respond quickly and calmly when arrangements change. Coordinate meeting rooms, virtual meeting arrangements, visitor logistics, catering, and other requirements for key meetings and events. Administrative and operational management: Manage expense reports, purchase orders, invoices, procurement activities, and other administrative processes accurately and on time. Support onboarding and offboarding, equipment, access, organizational updates, and other administrative needs for GRPI and GRA Oncology colleagues as appropriate. Maintain organized records and distribution lists and support document management and other team infrastructure. Handle sensitive and confidential information with a high degree of discretion. Identify opportunities to simplify administrative processes and improve the efficiency of the Head of GRPI and Head GRA Oncology TAU and the broader team. Education, Experience and Competencies High school diploma or equivalent required; bachelor's degree or additional relevant education preferred. Significant experience supporting senior executives in a complex, global organization; experience in the pharmaceutical, biotechnology, healthcare, or another highly regulated industry preferred. Demonstrated ability to manage complex executive calendars and competing priorities with limited supervision. Exceptional organizational skills with strong attention to detail and consistent follow-through. Excellent judgment and ability to distinguish urgent matters from important matters and routine requests. Highly proactive, with demonstrated ability to anticipate needs, identify potential issues, and take appropriate action before problems arise. Strong interpersonal skills and the confidence and professionalism to interact effectively with senior executives and internal and external stakeholders. Excellent written and verbal communication skills. Ability to operate effectively in a fast-moving, matrixed, global environment and remain composed when priorities change. Strong discretion and demonstrated ability to handle sensitive and confidential information. Strong proficiency with Microsoft Outlook, Teams, PowerPoint, Word, Excel, SharePoint, and related collaboration tools. Ability to work effectively across cultures and time zones and to accommodate occasional schedule flexibility associated with a global executive role. 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" following Takeda's Hybrid and Remote Work policy. #LI-Hybrid 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: $31.15 - $48.97 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. 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 Workplace and Eligibility Worker Type Employee Worker Sub-Type Regular Time Type Full time Job Exempt No. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Company Culture and Commitment Takeda is an industry-leading, global pharmaceutical company with an unwavering dedication to putting patients at the center of everything we do. We live our values of Takeda-ism - Integrity, Fairness, Honesty, and Perseverance - and are united by our mission to strive towards Better Health and a Brighter Future for people worldwide through leading innovation in medicine. Here, everyone matters and you will be a vital contributor to our inspiring, bold mission. At Takeda, you will make an impact on people’s lives – including your own. Takeda is an equal opportunity employer. #J-18808-Ljbffr USA - 3316 Takeda Development Center Americas, Inc.