Executive Administrative Assistant

Takeda • Boston, MA

1d • 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, enabling effective leadership of a global, highly matrixed function. The role serves as a trusted partner to both leaders, proactively managing calendars, priorities, travel, meetings, communications, and administrative processes. It requires sound judgment, discretion, anticipation of needs, and the ability to manage competing priorities so executives can focus on critical business matters.

The position also supports the broader leadership teams and helps maintain connectivity across Global Regulatory Affairs, Research & Development, Public Affairs, Legal, and other functions and regions. Responsibilities include coordinating leadership meetings and events, complex domestic and international travel, external engagements, expense and procurement processes, onboarding and offboarding support, records and document management, and improvement of administrative processes. This role handles sensitive information and operates in a fast-moving global environment. It is classified as hybrid.

Requirements

• High school diploma or equivalent.
• 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 anticipating needs, identifying potential issues, and taking appropriate action.
• Strong interpersonal skills and professionalism when interacting with senior executives and internal and external stakeholders.
• Excellent written and verbal communication skills.
• Ability to work effectively in a fast-moving, matrixed, global environment and remain composed when priorities change.
• Discretion and demonstrated ability to handle sensitive and confidential information.
• Strong proficiency with Microsoft Outlook, Teams, PowerPoint, Word, Excel, SharePoint, and related collaboration tools.
• Ability to work 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, prioritizing meetings and protecting time for business priorities, preparation, decision-making, and follow-up.
• Understand the purpose, priority, participants, and preparation needs for key meetings.
• Anticipate and resolve scheduling conflicts and competing demands, escalating matters that require executive judgment.
• Coordinate meetings across global time zones with senior internal and external stakeholders.
• Prepare executives for important meetings and engagements by confirming logistics, participants, materials, and background information.
• Schedule leadership meetings, coordinate agendas and materials, and track follow-up items.
• Maintain visibility into 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 ensure organized information flow 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 stakeholder engagements, including with health authorities, industry associations, and external experts.
• Manage travel itineraries and respond to changes in arrangements.
• Coordinate meeting rooms, virtual meeting arrangements, visitor logistics, catering, and other meeting and event requirements.
• 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: Senior
• Education Level: High school or GED