Executive Administrative Assistant

Takeda • Boston, MA

3d • $31 - $49 • Hybrid

About The Position

The Executive Administrative Assistant provides high-level administrative, operational, and organizational support to the Head of Global R&D Policy and Innovation and the Head of GRA Oncology TAU. The role enables effective leadership of a global, highly matrixed function by proactively managing complex calendars, priorities, travel, meetings, communications, and administrative processes. It requires strong judgment and discretion, the ability to anticipate needs and identify conflicts, and a focus on ensuring executives’ time is directed toward important business priorities.

The position also supports the operation and connectivity of the broader leadership teams, coordinating with colleagues and administrative partners across Global Regulatory Affairs, Research & Development, Public Affairs, Legal, and other functions and regions. The role is classified as hybrid and is based in Boston, Massachusetts.

Requirements

• High school diploma or equivalent required.
• Significant experience supporting senior executives in a complex, global organization.
• Ability to manage complex executive calendars and competing priorities with limited supervision.
• Exceptional organizational skills, attention to detail, and consistent follow-through.
• Excellent judgment and ability to distinguish urgent matters from important matters and routine requests.
• Proactive approach, including the ability to anticipate needs, identify potential issues, and take appropriate action before problems arise.
• Strong interpersonal skills and professionalism when interacting with senior executives and internal and external stakeholders.
• Excellent written and verbal communication skills.
• Ability to operate effectively in a fast-moving, matrixed, global environment and remain composed when priorities change.
• Strong discretion and demonstrated ability to handle sensitive and confidential information.
• Proficiency with Microsoft Outlook, Teams, PowerPoint, Word, Excel, SharePoint, and related collaboration tools.
• Ability to work effectively across cultures and time zones and accommodate occasional schedule flexibility associated with a global executive role.

Nice To Haves

• Bachelor’s degree or additional relevant education.
• Experience in the pharmaceutical, biotechnology, healthcare, or another highly regulated industry.

Responsibilities

• Proactively manage complex, frequently changing global calendars and prioritize meetings to protect time for critical business priorities, preparation, decision-making, and follow-up.
• Understand the purpose, priority, participants, and preparation requirements for key meetings.
• Anticipate and resolve scheduling conflicts and competing demands, escalating when executive judgment is required.
• Coordinate meetings across global time zones and with senior internal and external stakeholders.
• Prepare executives for important meetings and engagements by confirming logistics, participants, materials, and background information.
• Accommodate urgent portfolio, regulatory, policy, and leadership matters.
• Support leadership team operations by scheduling meetings, coordinating agendas, organizing materials, and tracking follow-up items.
• Maintain visibility into significant commitments, milestones, external engagements, team events, and leadership priorities.
• Coordinate with administrative colleagues supporting senior leaders across Global Regulatory Affairs, Research & Development, and other functions.
• Plan logistics for leadership meetings, team meetings, town halls, offsites, and other organizational events.
• Help maintain an organized flow of information across a geographically dispersed global team.
• Plan complex domestic and international travel, taking business priorities, meeting schedules, travel requirements, and efficient use of executive time into account.
• Coordinate logistics for external engagements, including those with health authorities, industry associations, external experts, and other senior stakeholders.
• Manage travel itineraries and respond to changes in arrangements.
• Coordinate meeting rooms, virtual meeting arrangements, visitor logistics, catering, and other requirements for meetings and events.
• Manage expense reports, purchase orders, invoices, procurement activities, and other administrative processes accurately and on time.
• Support onboarding and offboarding, equipment, access, organizational updates, and other administrative needs for GRPI and GRA Oncology colleagues as appropriate.
• Maintain organized records and distribution lists and support document management and team infrastructure.
• Handle sensitive and confidential information with discretion.
• Identify opportunities to simplify administrative processes and improve efficiency for the executives and broader team.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED