Executive Assistant, Senior Support

Takeda•Boston, MA

About The Position

The Executive Assistant supports the Leadership Team within Global Communications & Governance (GC&G), enabling day-to-day operations across a complex, global organization. The role provides high-quality administrative and operational support and builds trusted relationships with senior leaders, colleagues, vendors, and partners across Takeda. The position also helps advance an AI-forward culture within the administrative community by identifying practical applications for AI-enabled productivity tools, sharing best practices, and helping colleagues build confidence and capability. The Executive Assistant serves as a resource for AI tools and supports efficient ways of working in alignment with company policies.

Requirements

High school diploma or GED required.
At least five years of relevant administrative, executive support, or related experience, or an equivalent combination of education, training, and experience.
Ability to interact effectively with employees at all levels and build strong internal networks across departments.
Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Strong digital literacy and demonstrated experience using AI-enabled productivity tools such as Microsoft Copilot, Cowork, or similar platforms.
Experience coordinating domestic and international travel and submitting expense reports using Concur or a comparable system.
Demonstrated ability to manage complex scheduling requirements involving multiple senior stakeholders and time zones.
Familiarity with Ariba or similar procurement systems, including requisition creation, payment tracking, and vendor or consultant communication.
Strong data-entry, data-review, reporting, and analysis skills, with a high level of accuracy.
Experience coordinating onsite and offsite meetings and events, including logistics, catering, setup, and closeout.
Ability to mentor others, teach AI-enabled productivity skills, and document best practices.
Strong organizational, prioritization, and time-management skills, including the ability to multitask and adapt to changing priorities in a fast-paced environment.
Strong attention to detail and ability to work independently with minimal supervision while contributing effectively as part of a team.
Excellent verbal and written communication, interpersonal, research, and problem-solving skills.
Professionalism, patience, discretion, and sound judgment when handling challenging or confidential situations.
Commitment to treating colleagues with respect and fostering an inclusive, collaborative workplace.

Nice To Haves

An associate or bachelor’s degree is preferred.
Industry experience is preferred.

Responsibilities

Provide proactive, organized, high-quality administrative support to the Global Communications & Governance Leadership Team.
Coordinate domestic and international travel, itineraries, changes, logistics, and travel and expense reports in Concur.
Manage complex calendars and coordinate meetings, calls, and appointments across multiple time zones.
Create purchase requisitions in Ariba, monitor vendor and consultant payments, and communicate with external partners.
Facilitate communication and information sharing across team members and stakeholders.
Coordinate meetings and events, including reserving rooms and event spaces, arranging catering, and supporting setup and closeout.
Support onboarding activities for new team members.
Maintain an organized, welcoming, and professional office environment for colleagues and visitors.
Serve as a liaison across departments and teams to promote collaboration, connectivity, and knowledge sharing.
Prepare, edit, track, and analyze documents and reports using Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Interface with internal and external customers, respond to inquiries, and direct people to appropriate resources.
Serve as a subject matter resource for AI-enabled productivity tools, including Microsoft Copilot, Cowork, and other approved solutions.
Advise colleagues on practical AI use cases, responsible adoption, effective prompting, and productivity-enhancing workflows.
Identify, pilot, and share AI-enabled approaches to improve administrative efficiency, meeting management, communications, information management, and executive support.
Coach executive assistants and build AI fluency through knowledge-sharing sessions, office hours, and practical demonstrations.
Develop and maintain best-practice resources, prompt libraries, training materials, and standards for effective and responsible AI use in alignment with company policies.
Conduct independent research, resolve issues, and manage competing priorities with sound judgment and minimal supervision.
Maintain confidentiality and exercise discretion when handling sensitive information.