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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 Assistant where you will support the VP/Head of Medical Functions, Global Medical Affairs (GMA) and team. The work is generally of a critical or confidential nature and can include analytical and specialized administrative support. You may also handle special projects such as execute research, some data analysis tasks, collect and prepare information for use in discussions/presentations, coordinate activities between departments and outside parties, and work with company personnel at all organizational levels to schedule meetings, gather information, and prepare agendas, minutes, and reports. As part of the Global Medical Affairs team, you will report to the Head of Medical Functions.

How you will contribute:

• Engagement with other assistants

  • Liaise and coordinate with other Assistants to ensure optimal interaction with other staff/departments.

• Monitor, screen, respond to and distribute incoming communications (inbox, phone, etc.), and answer and manage incoming calls and e-mails.
• Makes travel arrangements for supported team, partners and vendors as necessary.
• Manage complex and team global schedules; schedules meetings and makes travel arrangements for supported team, partners and vendors as necessary.

• Manage Senior Leader and team’s agendas and department meeting management

  • Manage complex and team global schedules; schedules meetings and makes travel arrangements for supported team, partners and vendors as necessary.

  • Manage the administrative priorities of the Head of Medical Functions, GMA and solve conflicting priorities.

  • Accountable for Medical Functions and team meetings and other department meeting planning and organization (schedule attendees, book conference rooms, virtual meetings, arrange catering, prepare presentations, compile notebooks, meeting materials, handouts, etc).

• Accountable for Medical Functions and team meetings and other department meeting planning and organization (schedule attendees, book conference rooms, virtual meetings, arrange catering, prepare presentations, compile notebooks, meeting materials, handouts, etc).

• Make travel arrangements for the team and support with expense reporting and select Purchase orders

  • Makes travel arrangements for supported team, partners and vendors as necessary.

  • Manage all aspects of expense reporting.

  • Monitor and manage approval requests (travel requests, purchase requests, etc.).

  • Process accounts payable invoices.

• Attend department meetings and take notes and distribute notes.
• Manage access and content for Teamsites to ensure organized and up-to-date information.
• Create and prepare correspondence, spreadsheet reports and presentations as needed.
• Help maintain share point websites, as requested.
• Manage the administrative priorities of the Head of Medical Functions, GMA and solve conflicting priorities.
• Ad hoc projects, as assigned.

• Support with administrative duties, handling, and preparation of confidential information

  • Perform administrative responsibilities, which may involve contact and exposure to highly confidential materials and information.

  • Handle non-routine information.

  • Create and prepare correspondence, spreadsheet reports and presentations as needed.

  • Attend department meetings and take notes and distribute notes.

  • Monitor, screen, respond to and distribute incoming communications (inbox, phone, etc.), and answer and manage incoming calls and e-mails.

  • Proactively respond to questions, concerns and requests for information and resolve routine questions and information request.

  • Assume responsibility for administration support and develop and maintain filing systems; hard copy and/or electronic.

  • Help maintain share point websites, as requested.

  • Ad hoc projects, as assigned.

  • Manage access and content for Teamsites to ensure organized and up-to-date information.

• Perform administrative responsibilities, which may involve contact and exposure to highly confidential materials and information.
• Monitor and manage approval requests (travel requests, purchase requests, etc.).
• Liaise and coordinate with other Assistants to ensure optimal interaction with other staff/departments.
• Process accounts payable invoices.
• Manage all aspects of expense reporting.
• Proactively respond to questions, concerns and requests for information and resolve routine questions and information request.
• Handle non-routine information.
• Assume responsibility for administration support and develop and maintain filing systems; hard copy and/or electronic.

Minimum Requirements/Qualifications:

• Comfort working in a virtual environment and with virtual meeting tools (Microsoft Teams, Webex, etc.)
• Sensitivity to confidential matters is required, includingability to handle confidential information and issues effectively with discretion and without breach of confidentiality.
• Experience with managing scheduling and travel for at least 6 individuals is required; experience with international travel and supporting US and non-US based individuals is desirable.
• Bachelor degree equivalent.
• A minimum of 5 years of administrative support at the Director or VP level in a complex global environment is required.
• Experience with expense reporting systems/software
• Extensive working knowledge of MS Word, Excel & PowerPoint, including advanced knowledge of MS Outlook is essential.

What Takeda can offer you:

• Generous time off for vacation and the option to purchase additional vacation days
• Family Planning Support
• Flexible Ways of Working
• Financial Planning & Stability: 401(k) with company match and Annual Retirement Contribution Plan
• Comprehensive Healthcare: Medical, Dental, and Vision
• Tuition reimbursement
• Health & Wellness programs including onsite flu shots and health screenings
• Community Outreach Programs and company match of charitable contributions

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.

In accordance with the CO Equal Pay Act, Colorado Applicants Are Not Permitted to Apply.

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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

USA - MA - Cambridge - Kendall Square - 500

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time