Executive Assistant, Lead Support

Takeda • Ops, ND

11d • $34 - $54

About The Position

As Executive Assistant, Lead Support, you’ll partner directly with the Site Head to keep site operations running smoothly and efficiently. In this high-impact role, you’ll provide advanced executive and administrative support—owning complex calendars, coordinating priorities, preparing and refining materials, and ensuring clear, timely communication across the business. You’ll be a trusted connector for internal and external stakeholders, helping facilitate decisions, align teams, and coordinate site-level meetings, events, and operational activities. You’ll also apply sound judgment and proactive problem-solving to anticipate needs, manage sensitive information with discretion, and drive work forward independently. This role is ideal for an experienced executive support professional who thrives in a fast-paced environment, brings deep expertise across processes and systems, and is comfortable working autonomously with minimal supervision. You may also guide or mentor less experienced team members as part of supporting a high-performing site leadership team.

Requirements

• Bachelor’s degree preferred
• 5+ years supporting senior executives and coordinating events
• Proven experience managing executive schedules with attention to detail
• Strong communication skills to represent the executive office professionally with diverse contacts
• Advanced proficiency in business software for document preparation and formatting
• Comfort using digital and artificial intelligence-enabled tools to streamline scheduling, document drafting, and event coordination, with sound judgment on confidentiality
• Commitment to maintaining confidentiality and handling sensitive information responsibly
• Ability to serve as an effective intermediary to facilitate communication
• Experience coordinating events and operational activities at the site level
• Skilled in managing multiple priorities with strong organizational abilities
• Experience in budget management and expense reconciliation
• Ability to apply innovative solutions to administrative challenges

Responsibilities

• Manage executive schedules and coordinate complex calendars for leadership and site heads
• Plan and execute multi-day leadership and functional events, including senior leadership team off-sites, town halls, and employee engagement activities
• Oversee logistics for visits from senior leaders and external guests, patient speaker events, volunteer initiatives, and engagements with external parties
• Handle procurement tasks such as office supplies, catering, information technology equipment, and new vendor setup
• Draft and distribute communications for events and announcements; maintain functional distribution lists
• Support onboarding activities and quarterly welcome receptions
• Manage budgets, expense reports, and invoice reconciliation for events
• Serve as liaison for internal and external contacts, including Talent Acquisition and above site leadership requests
• Provide backup support for communications lead
• Coordinate business continuity logistics during site disruptions
• Routinely seek to optimize administrative tasks with simpler digital solutions
• Provide guidance to extended or external staff as needed for complex events
• Facilitate clear and professional communication with internal and external contacts
• Prepare and format documents with advanced skills in business software
• Identify and resolve administrative challenges using creative problem-solving

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees