Executive Coordinator

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Job Description
OBJECTIVES/PURPOSE

• Provide Executive Coordinator support to Global Quality Compliance and Enterprise Systems and Global Audit and Supplier Quality
• Manages schedules (eg - periodic time analysis, appointment scheduling, schedule conflict management)
• Manages administrative deliverables (eg - travel arrangements, expense reporting, meeting agendas/presentations/materials/minutes, prepares reports, organization charts)
• Supports tracking and reporting on department projects
• Must be able to handle details of a highly confidential nature with discretion.
• Active participation in routine team meetings/projects and meeting minutes/distribution
• Engages across Global Quality (Above Site groups)
• Supports Global QUEST meetings - Scheduling/Calendaring and meeting support, as well as any other global Quality meeting as needed
• Collaborates across other Global Quality groups to achieve targeted outcomes
• Manages Sharepoints - routine updates/postings as needed
• Coordinate all on-boarding activities and off-boarding activities
• Coordinate office seating and planning
• Provide guidance and SME support on corporate polices such as Travel, Sick & Vacation time.
• Other administrative projects or duties as assigned.

ACCOUNTABILITIES

• Manages administrative deliverables for Heads of Global Quality Compliance and Enterprise Systems and Global Audit and Supplier Quality
• Manages calendars, travel and expenses and coordination of business support activities as determined by manager, including offsite planning/team meetings logistics.
• Purchase Order/Invoicing management
• Distribution list updates
• Supports direct reports and broader Quality staff on an as needed basis regarding routine business needs
• Departmental support and projects available or assigned
• Maintains department Sharepoint sites
• Department Communications in alignment with Global Quality Communication head

DIMENSIONS AND ASPECTS
Key Skills, Abilities and Competencies:

• Must work well in teams and have excellent communication skills at different levels of the organization.
• Highly organized to manage complex schedules, projects, and information.
• Must effectively prioritize tasks, manage deadlines, and ensure the executive's schedule runs smoothly.
• Excellent ability to multitask.
• Strong attention to detail
• Proficiency with MS Office is essential.
• Digital fluency and prior knowledge of SharePoint and other enterprise platforms
• Experience with Concur is preferred.

Complexity and Problem Solving

• Must be able to exercise judgment, tact and diplomacy when dealing with all levels of management and staff, internally or externally.

Internal and External Contacts

• Must work effectively with the administrative support team within key departments to facilitate job performance.
• Must work with outside vendors on behalf of the organization to schedule meetings, coordinate agendas, etc.

Other Job Requirements

• Ability to maintain a professional manner
• May be asked to provide support on off hours or weekends, as needed.
• Must be able to adjust to changing priorities and demands.

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS:

• Bachelor's degree desirable
• 3-5 years' experience supporting executive level leadership positions desired
• Experience in the pharmaceutical industry preferred

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Takeda Compensation and Benefits Summary
We understand compensation is an important factor as you consider the next step in your career. We are committed to equitable pay for all employees, and we strive to be more transparent with our pay practices.
For Location:
Lexington, MA
U.S. Hourly Wage Range:
The estimated hourly wage range reflects an anticipated range for this position. The actual hourly wage offered may depend on a variety of factors, including the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job. The actual hourly wage offered will be in accordance with state or local minimum wage requirements for the job location.
U.S. based employees may be eligible for short-term incentives. U.S. based employees may be eligible to participate in medical, dental, vision insurance, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, a tuition reimbursement program, paid volunteer time off, company holidays, and well-being benefits, among others. U.S. based employees are also eligible to receive, per calendar year, up to 80 hours of sick time, and new hires are eligible to accrue up to 120 hours of paid vacation.
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
Lexington, MA
Worker Type
Employee
Worker Sub-Type
Regular
Time Type
Full time
Job Exempt
No
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.