Executive Assistant

About the role

Join Takeda as an Executive Assistant supporting two senior leaders – the Head of Global MSAT and the Head of Global Commercial Quality. You will ensure smooth day‑to‑day operations by managing information channels, coordinating projects and events, and handling confidential matters with professionalism.

Key responsibilities

• Provide proactive administrative support including calendar management, meeting preparation, travel coordination and expense processing for senior leaders.
• Plan and support leadership meetings, forums and off‑site events, handling scheduling, agenda creation, material preparation, note‑taking and follow‑up actions.
• Manage operational tasks such as purchase orders, invoices, distribution lists, document preparation and routine reporting.
• Maintain team information channels, including SharePoint sites, organization charts and shared materials, ensuring they are up‑to‑date and accessible.
• Support onboarding/offboarding, workspace planning and routine business needs for the leadership team.
• Collaborate with global teams and internal partners to resolve administrative issues and drive departmental priorities.
• Handle sensitive information with discretion and take on additional administrative projects as required.

Required profile

• Minimum 5 years of experience supporting senior leaders (VP level or equivalent) in an international, matrixed organization.
• Proven expertise in complex calendar management, international travel coordination and event logistics.
• Experience with procurement‑to‑pay processes, vendor management, invoicing and expense handling.
• Strong project coordination abilities; project management certification is a plus.
• Bachelor’s degree preferred or equivalent professional experience.
• Fluent English; additional languages advantageous depending on location.
• Excellent judgment, discretion, diplomacy and interpersonal skills.

Required skills

• SharePoint