Executive Administrative Assistant, Global Biologics

Company: Takeda
Location: Boston
Posted on: November 20, 2023

Job Description:

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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 Takeda as an experienced Executive Administrative Assistant where you will provide high-level administrative and office support responsibilities to the Head of Global Biologics (GB) and the leadership team. You will also manage general direction to plan, prioritize, communicate and organize highly diversified workload and complex projects that are usually confidential and sensitive in nature. this will require independent judgement and initiative and the ability to anticipate needs and accomplish complicated tasks without direction. As part of the GB team, you will report to the Head of the department and manage special projects and events as assigned by our leadership team.

How you will contribute:

• Primary point of contact for internal and external stakeholders. Consistently models strong communication skills in dealing with key people. Compose complex communications to broad audiences to ensure smooth operations of the GB leadership office.
  
• Understand the structure of the organization and develop a strong network across departments; draw on network to answer questions, solve problems, and successfully execute responsibilities.
  
• Make decisions with general management direction. While making decisions, exercises greater latitude based on extensive administrative experience and knowledge of Takeda's operations, policies, and procedures.
  
• Coordinate documents and correspondence, including letters, reports, emails, presentations, memos, faxes, etc.
  
• Effectively prioritize, balance, and manage a variety of projects with differing deadlines to successful completion for the head of department and leadership team.
  
• Manage Head of Global Biologics and Leadership team calendars, schedule appointments, and coordinate meetings, ensuring all necessary resources are prepared in advance.
  
  • Understanding of priority meetings; schedule last-minute meetings when necessary.
    
  • Organize face-to-face, virtual and hybrid meetings.
    
  • Awareness of meeting locations and travel time between campus locations.
    
  • Include pre-reads and proper meeting materials in the invites.
    
  • Assist in the preparation and coordination of materials for department meetings, and other company events.
    
  • Facilitate leadership team meetings, Responsible for agenda, record of meeting minutes and their timely distribution.
    
  • Prepare reports, presentations, and other documents as requested by the leadership team.
    
  • Collect, review, analyze, interpret, enter, and format accurate data into intranet, spreadsheets, databases, and other electronic tools.
    
  • Review documents and proofread work for grammar and spelling, accuracy, consistency of terms, and completeness; ensure document text and graphics adhere to corporate and organization guidelines and standards.
    
  • Make travel arrangements including flights, hotel reservations, and transportation, for head of department, leadership team and visitors as needed. Is extremely knowledgeable of company travel policy and procedures. Travel may involve more than one destination or international travel and more than one traveler. Complete expense reports in a timely manner.
    
  • Develop a strong network within the administrative team in Takeda to answer questions, solve problems, and successfully execute responsibilities.
    
  • Coordinate and implements complex projects from conception to completion.
    
  • Complete projects with only general direction for manager.
    
  • May serve as the lead for a given project and coordinate work of other non-exempt employees.
    
  • Manage confidential information with discretion and professionalism.
    
  • Leverage latest technology, using both inside and outside resources.
    
  • Perform other duties as required.
    
  • Onsite presence is required, 4-5 days per week.
    
    
    Minimum Requirements/Qualifications:
    
    
    • High school diploma/GED required. An associate degree preferred.
      
    • Minimum 8 years of relevant work experience, or equivalent combination of training and experience.
      
    • Proficient in Microsoft Office Suite, SharePoint, Smartsheet and other relevant software.
      
    • Serves as a knowledgeable resource for other assistants and employees regarding organizational inter-dependencies.
      
    • Develop a strong network within the administrative team in Takeda to answer questions, solve problems, and successfully execute responsibilities.
      
      
      What Takeda can offer you:
      
      
      • Comprehensive Healthcare : Medical, Dental, and Vision
        
      • Financial Planning & Stability: 401(k) with company match and Annual Retirement Contribution Plan
        
      • Health & Wellness programs including onsite flu shots and health screenings
        
      • Generous time off for vacation and the option to purchase additional vacation days
        
      • Community Outreach Programs and company match of charitable contributions
        
      • Family Planning Support
        
      • Flexible Ways of Working
        
      • Tuition reimbursement
        
        
        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.
        
        Base Salary Range: $54,600.00 to $78,000.00, based on candidate professional experience level. Employees may also be eligible for Short-term and Long-Term Incentive benefits as well. Employees are eligible to participate in Medical, Dental, Vision, Life Insurance, 401(k), Charitable Contribution Match, Holidays, Personal Days & Vacation, Tuition Reimbursement Program and Paid Volunteer Time Off. The final salary offered for this position may take into account a number of factors including, but not limited to, location, skills, education, and experience.
        
        In accordance with the CO Equal Pay Act, Colorado Applicants Are Not Permitted to Apply.
        
        #LI-SGM
        
        #LI-Onsite
        
        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
        
        Worker Type
        
        Employee
        
        Worker Sub-Type
        
        Regular
        
        Time Type
        
        Full time

Keywords: Takeda, Boston , Executive Administrative Assistant, Global Biologics, Administration, Clerical , Boston, Massachusetts