Executive Assistant, Senior

As an Executive Assistant supporting the Leadership Team within Global Communications & Governance (GC&G), you will play a critical role in enabling effective day-to-day operations across a complex, global organization. You will provide high-quality administrative and operational support while building trusted relationships with senior leaders, colleagues, vendors, and partners across Takeda. In addition to delivering excellent executive support, you will help 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, you will contribute to more efficient ways of working and support Takeda’s purpose of bringing better health to people and a brighter future to the world.

Provide proactive, organized, and high-quality administrative support to the Global Communications & Governance Leadership Team.

Coordinate domestic and international travel arrangements, including itineraries, changes, and related logistics.

Prepare and submit accurate travel and expense reports in Concur within established timelines.

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 as needed.

Facilitate effective communication and information sharing across team members and stakeholders.

Coordinate meetings and events by reserving meeting rooms and event spaces, arranging catering, and supporting setup and closeout activities.

Support onboarding activities for new team members and help them integrate smoothly into the team and organizational culture.

Maintain an organized, welcoming, and professional office environment for colleagues and visitors.

Serve as a liaison across departments and teams, promoting 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 individuals to the 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 that improve administrative efficiency, meeting management, communications, information management, and executive support.

Act as a primary point of contact for executive assistants seeking to build AI fluency through peer coaching, knowledge-sharing sessions, office hours, and practical demonstrations.

Develop and maintain best-practice resources, prompt libraries, training materials, and standards that support the effective and responsible use of AI tools 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.

• High school diploma or GED required; an associate or bachelor’s degree is preferred.
• Minimum of five years of relevant administrative, executive support, or related experience, or an equivalent combination of education, training, and experience. Industry experience preferred.
• Ability to interact effectively with employees at all levels and build strong internal networks across departments to locate information, solve problems, and…