Executive Coordinator

Job Description

Executive Coordinator

Lexington, MA

Hybrid

OBJECTIVES/PURPOSE

The Executive Coordinator’s primary role is to support the Global Head of EHSS by managing their calendar and activities to ensure maximum efficiency and value while assisting with administrative, finance and operational functions.

ACCOUNTABILITIES

• Provide comprehensive administrative support and coordination to the Global Head of EHSS and their organization.
• Schedule meetings, calls, and other interactions based on the priorities of the leader and/or function.
• Support organizing large events (Team and Leadership)
• Manage specialty documents and correspondence, including meeting agendas, reports, emails, presentations.
• Interfaces and communications with internal and external customers; direct people to the appropriate resources.
• Understand the structure of the organization and develop a network across departments; draw on network to answer questions and accomplish responsibilities.
• Demonstrate confidentially in execution of all responsibilities.
• Arrange travel, complete expense reports on time.
• Support Purchase Order (PO) process. Prepare documentation for payment of vendors, consultants, and suppliers; submit documentation and enter request for payments into accounting system; respond to inquiries from accounts payable and payees.
• Use appropriate tools for required work including Microsoft Outlook, Word, Excel, and Power Point to track, document, and report data.
• Research solutions and respond to email and phone inquiries with minimal input from direct supervisor; interact with all levels of employees throughout the company.
• Initiates, develops, and participates in improvement processes; participates in resulting process improvements.
• Own and execute onboarding process for new team joiners and internal transfers.

DIMENSIONS AND ASPECTS

Leadership

• Continuously displays and drives behaviors consistent with Takeda Leadership Behaviors

• Values – Integrity, Honesty, Fairness, Perseverance(Takeda-ism)
• Priorities – Patients, Trust, Reputation, Business

• Provides leadership
  , integrity, team orientation, flexibility, and innovation experience in projects that require collaborative approaches, strong analytical skills and have a solid understanding of business issues and processes.

• Strategic Thinking:Develops and implements strategies, policies, and tactics. Coordinates multiple and changing priorities rapidly and effectively with a continued focus on achieving outcomes.

• Communication
  :
  Manages within a matrixed organization and effectively influences and participates in teams at all levels of management. Communicates and prepares reports and presentations for leadership team.

Decision-making and Autonomy

• Role requires problem solving and decision making.
• Adapt to work priorities in response to multiple demands, trouble shoot quickly and effectively.

Interaction

• Primary interaction within GSQ and EHSS
• Primary interaction outside GSQ and EHSS is collaborating with administrative peer group for various functions.

Innovation

• Excellent working knowledge of technology tools to support Global Head of EHSS & leadership team.

Complexity

• Role requires ability to work efficiently and effectively to solve problems and manage competing priorities.
• Required knowledge of Takeda policies to support Global Head of EHSS.

EDUCATION, BEHAVIOURAL COMPETENCIES AND

SKILLS:

Education / experience

Essential:

• High school diploma/GED required. Associate degree or bachelor’s degree preferred.
• Minimum 8 years of relevant work experience or equivalent combination of training and experience. Some industry experience is preferred.
• Strong PC literacy with advanced skills in Microsoft Outlook, Word, Excel, and Power Point
• Excellent verbal and written communication skills.

WHAT TAKEDA CAN OFFER YOU:

• 401(k) with company match and Annual Retirement Contribution Plan
• Tuition reimbursement Company match of charitable contributions
• Health & Wellness programs including onsite flu shots and health screenings
• Generous time off for vacation and the option to purchase additional vacation days.
• Community Outreach Programs

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Takeda is an EEO employer of minorities, women,…