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

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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

• Excellen