Executive Coordinator

Takeda•Boston, MA

6d•$38 - $59•Hybrid

About The Position

The Executive Coordinator provides high-level administrative support to their leader (VP or above) and leadership team, ensuring smooth and efficient operations within the organization. Working independently and acting as a gatekeeper and liaison, the role involves managing complex schedules, communications, and the flow of information to maximize executive productivity. The Executive Coordinator maintains the highest degree of professionalism, discretion, and confidentiality in representing their leader and the Research organization in all interactions, working effectively across a matrixed organization. Success in this position extends beyond task management - the role requires strong business acumen, the ability to anticipate needs and support informed decision making, and a proactive approach to driving results. The Executive Coordinator plays a vital role in fostering organizational culture by providing trusted insights, feedback, and strategic support to senior leadership and the teams they manage.

Requirements

High school diploma/GED required.
Minimum 8 years of relevant work experience or equivalent, preferably within a BioPharma environment.
Communication Skills – Clear, concise, and professional written and verbal communication.
Organizational Skills – Strong ability to prioritize, multitask, work independently, and manage time effectively.
Confidentiality – Demonstrated discretion and integrity in handling sensitive information.
Adaptability – Ability to remain flexible and efficient in a dynamic, fast-paced environment.
Proactive Problem-Solving – Resourceful in anticipating needs and resolving issues effectively.
Attention to Detail – Meticulous in ensuring accuracy and quality in administrative tasks.
Interpersonal Skills – Skilled at building relationships and managing interactions diplomatically.
Ability to influence without authority.
Professionalism – Committed to representing the organization with a positive and polished demeanor.
Collaboration – Strong teamwork mindset and a desire to contribute to collective success.
Ability to work effectively with global teams.
Initiative – Works under minimal supervision; Self-driven to take ownership of responsibilities and deliver impactful results.

Nice To Haves

Associate or bachelor’s degree preferred

Responsibilities

Manage and maintain complex executive calendars and travel arrangements.
Prepare, edit, and manage correspondence, presentations, reports, and other documents.
Conduct research and compile data to support leader decision-making.
Track expenses, process invoices, and assist with purchase orders.
Serve as a role model and mentor to administrative colleagues, acting as an ambassador for ONE Research and demonstrating Takeda Leadership Behaviors.
Organize and support leadership meetings, functional events, and workshops/offsites, inclusive of agenda and content preparation, note-taking (making use of AI tools), and logistics, with a focus on participant experience, under minimal supervision.
Serves as an active member of CoP, contributing to Research-wide initiatives. Attends CoP meetings and actively supports enterprise advancement by aligning with CoP processes.
Act as a primary liaison between executives and internal/external stakeholders, ensuring timely and professional communication.
In coordination with Human Resources, coordinate promotion cycle logistics for function; support employee development programs (e.g., trainings, promotions, etc.) logistics, including scheduling, materials, and record-keeping.
Proactively identify opportunities to develop and standardize processes; brings forward best practices and functional knowledge to elevate capabilities of the team (e.g., sharing successful technology implementation and ideas for new processes or improvements, etc.)
Manage onboarding, including workspace setup, orientation scheduling, and administrative support with eye toward process optimization.
Act as a knowledge source for all colleagues in assigned function, remaining up-to-date on policies and procedures
Provide administrative support for special projects as required, working in partnership with other functional team members (not limited to leadership team members and Research Enablement Leads)