Executive Coordinator
About The Position
The Executive Coordinator in Research provides high-level administrative and operational support to the Head of Global Biologics and the Global Biologics leadership team. The role helps ensure smooth and efficient organizational operations by independently managing complex schedules, communications, and information flow to maximize executive productivity. It serves as a gatekeeper and liaison and represents senior leadership and the Research organization with professionalism, discretion, and confidentiality across a matrixed organization. The position calls for strong business acumen, an ability to anticipate needs and support informed decision-making, and a proactive approach to driving results. It also contributes to organizational culture by providing trusted insights, feedback, and strategic support to senior leadership and their teams. The position is classified as hybrid under Takeda’s Hybrid and Remote Work policy.
Requirements
- High school diploma or GED.
- At least 8 years of relevant work experience or equivalent.
- Proficiency with Microsoft 365 tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Clear, concise, and professional written and verbal communication skills.
- Strong organizational, prioritization, and time-management skills.
- Ability to work independently and manage multiple priorities.
- Discretion and integrity when handling confidential or sensitive information.
- Adaptability, proactivity, and efficiency in a dynamic, fast-paced environment.
- Proactive problem-solving skills and resourcefulness in anticipating needs and resolving issues.
- Attention to detail and commitment to quality and follow-through.
- Professional and positive demeanor when representing the organization.
- Teamwork mindset and desire to contribute to collective success.
- Ability to work effectively with global teams.
- Skill in building relationships and managing interactions diplomatically.
- Ability to work under minimal supervision and take ownership of responsibilities to deliver results.
Nice To Haves
- Associate or bachelor’s degree.
- Relevant work experience in a BioPharma environment.
- Experience supporting senior leaders.
Responsibilities
- Manage and maintain complex executive calendars and travel arrangements, as assigned.
- Organize and support leadership meetings, functional events, workshops, and offsites, including agenda and content preparation, note-taking using AI tools, and logistics.
- Prepare, edit, and manage correspondence, presentations, reports, and other materials; conduct research and compile data to support leader decision-making.
- Process purchase orders, invoices, and expense reports, and track expenses in line with company policies.
- Partner with administrative colleagues across Research, R&D, and the enterprise to support leadership coordination.
- Participate actively in the Admin Community of Practice (CoP), contribute to Research-wide initiatives, attend meetings, and support enterprise advancement by aligning with CoP processes.
- Act as a knowledge source for colleagues in the assigned function and remain up to date on policies and procedures.
- Support onboarding and offboarding logistics and employee development programs, including trainings and promotions.
- Identify opportunities to develop and standardize processes, and share best practices and functional knowledge to elevate team capabilities.
- Provide administrative support for special projects in partnership with other functional team members.
- Serve as a role model and mentor to administrative colleagues.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
