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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 us as Executive Assistant - GRA Marketed Products Development, Global Labeling and Advertising & Promotion team. You will provide support in two areas:

1) Administrative assistance including, but not limited to, calendar management, expense reports, domestic and international travel arrangements, purchase orders, event planning, contracts, onboarding new employees, office supplies, distribution of Health Authorities communication received by regular mail and other administrative support for the manager and leadership team in accordance with Company policies and procedures.

2) Project Management where you will be responsible for coordinating and implementing various projects and initiatives across GRA MPD and Labeling. You will be responsible for communicating cross-functionally about prioritized projects, sharing project-related updates, identifying risks and issues, managing schedules/timelines and expectations, and ensuring projects are completed on time, on budget and with high quality.   

How you will contribute:

• Performs all work and makes decisions with minimal supervision and/or instructions. 

• Communicates in a clear, professional and articulate manner; able to communicate complex information/data in a simple manner both orally and written.

• Actively manage calendars of, but not limited to, a manager and/or staff,  including liaising with support staff of senior leaders to facilitate interactions as needed.

• Maintain distribution lists, full-time employees (FTEs) and contractor lists, keeping data up to date and relevant.

• Schedule and coordinates virtual, onsite and offsite meetings including, but not limited to, managing invitations, tracking responses, transportation, dining, budgets, etc., in accordance with manager and/or staff instructions and Company policy.

• Interface and communicates with internal and external stakeholders; directs people to the appropriate resources.

• Receive all visitors and handles all registration and/or scheduling for any onsite or offsite guests.

• Prepare, process and reconcile invoices, purchase orders and accounts payables with minimal oversight and in accordance with Company policies.

• Orders/maintains department supplies and equipment; arranges for equipment repair as needed

• Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc.

• Collaborates and provides necessary support for other administrative staff, when necessary.

• Distributes correspondences from Health Authorities received by regulatory mail to the responsible GRLs.

• Researches solutions and responds to email and phone inquiries with minimal guidance and review from manager and/or staff.

• Collects, reviews, enters, and formats accurate data into spreadsheets, databases (including regulatory database and systems), and other electronic tools.

• Prepares documentation for payment of vendors, consultants, and suppliers; after review by direct supervisor, submits documentation and enters requests for payments into accounting system. Responds to inquiries from accounts payable and payees.

• Onboards new FTEs and cont