Executive Coordinator, Global Biologics

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Job Description

About the role:

At Takeda, we are a forward-looking, world-class R&D organization that unlocks innovation and delivers transformative therapies to patients. By focusing R&D efforts on four therapeutic areas and other targeted investments, we push the boundaries of what is possible in order to bring life-changing therapies to patients worldwide.

Join Takeda as an Executive Coordinator where you will provide a comprehensive administrative and operational support to the VP and leadership of Global Biologics, ensuring smooth and efficient operations within the organization. You will also be a gatekeeper and liaison for the leadership, managing schedules, communications, and information flow to optimize their productivity and be a key strategic and operational partner to the Head of the Group, prioritizing and executing action items with urgency to ensure effective support and management of responsibilities. You will make quick, informed decisions on administrative matters have exceptional organizational skills, attention to detail, proactivity, and thrive in a fast-paced environment. Additionally, your role will involve partnering with the leadership team to provide proactive administrative support, contributing to organizational goals through effective communication and collaboration. As part of the Global Biologics team, you will report to the Head of the organization and work on specialty projects and initiatives as directed by the Global Biologics Leadership team and the Research Administrative community, maintaining professionalism and confidentiality while representing the leaders and the organization.

How you will contribute:

• Administrative Support: Manage and maintain executives' schedules, appointments, and travel arrangements. Proactively act as a strategic partner and manage the schedule understanding priorities.
• Communication: Efficiently oversee executive communications and liaison activities, optimizing both internal and external communication channels to enhance organizational efficiency. Utilize various tools and platforms to draft, edit, and proofread correspondence, presentations and reports.
• Meeting management: Coordinate and organize assigned meetings, including preparing agendas and meeting materials, taking and distributing meeting minutes, follow up on action items.
• People management: Manage the Executive Administrator for rest of the leadership team, ensuring they are effectively supported, and their responsibilities are well-managed.
• Onboarding: Develop, implement and facilitate new employee onboarding processes, including preparing workspaces, coordinating orientation schedules, and providing administrative support to ensure a smooth transition into the organization.
• Project Coordination: Assist in the planning and execution of various strategic and administrative projects within the Global Biologics. Track project timelines, deliverables, and milestones to ensure projects stay on schedule.
• Event Planning: Coordinate and execute internal and external events, including workshops, conferences, and team-building activities.
• Budget Management: Assist in the preparation and monitoring of budgets. Handle expense reporting and reconciliation.
• Operational Efficiency: Identify opportunities for process improvements and implement best practices to enhance operational efficiency.
• Research Admin Community of Practice (CoP): Participate as a member of the Research Admin CoP to support Research-wide initiatives and endeavors, including providing occasional vacation/out-of-office coverage for Research admin colleagues.

Minimum Requirements/Qualifications:

• High school diploma/GED required. Associates or Bachelor's degree preferred with a minimum 8 years of relevant experience preferably within a BioPharma environment.
• Excellent organizational, written, and verbal communication skills.
• Meticulous attention to detail.
• Ability to prioritize and work independently, using good judgement and high level of awareness.
• Foresee potential scheduling and operational challenges and proactively implement solutions.
• Build strong rapport with leadership team, members across Global Biologics and partners across the Research organization.
• Interact with leaders, including Takeda executives; ability to form good working relationships with colleagues across the global organization.
• Have flexibility, strong multitasking and organizational skills and a team player mindset.
• Requires strong interpersonal skills and the ability to influence without authority.
• Proficient in the use of office productivity software such as Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant tools to create and manage documents, presentations, and communications effectively.

More about us:

At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. Takeda is a patient-focused company that will inspire and empower you to grow through life-changing work.

Certified as a Global Top Employer, Takeda offers stimulating careers, encourages innovation, and strives for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

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Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.

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Job Exempt