Executive Coordinator

Takeda • Boston, MA

8d • $38 - $59 • Hybrid

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 works independently as a gatekeeper and liaison, managing complex schedules, communications, and information flow to support executive productivity. It requires professionalism, discretion, confidentiality, business acumen, and a proactive approach to supporting decision-making and organizational results across a matrixed organization.

The Executive Coordinator also contributes to organizational culture by providing trusted insights, feedback, and strategic support to senior leadership and their teams. The position supports leadership coordination across Research, R&D, and the enterprise, helps maintain knowledge of policies and procedures, and contributes to process improvements and the development of administrative colleagues. 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.
• Ability to adapt and work proactively and efficiently 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.
• Strong teamwork mindset and ability to work effectively with global teams.
• Ability to build relationships and manage interactions diplomatically.
• Ability to work under minimal supervision, take ownership of responsibilities, and deliver impactful results.

Nice To Haves

• Associate or bachelor’s degree.
• Relevant 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, and workshops or 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 accordance with company policies.
• Partner with administrative colleagues across Research, R&D, and the enterprise to support leadership coordination.
• Participate in the Admin Community of Practice, contribute to Research-wide initiatives, attend meetings, and support enterprise advancement by aligning with CoP processes.
• Serve 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, such as 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED