Executive Assistant

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Job Description

The Future Begins Here

At Takeda, we are leading digital evolution and global transformation. By building innovative solutions and future-ready capabilities, we are meeting the need of patients, our people, and the planet.

Takeda is committed to creating an inclusive and collaborative workplace, where individuals are recognized for their backgrounds and abilities they bring to our company. We are continuously improving our collaborators journey in Takeda, and we welcome applications from all qualified candidates. Here, you will feel welcomed, respected, and valued as an important contributor to our diverse team.

OBJECTIVES:

•Under the general direction of the Head of Business Planning (Office of CDTO function), plans, organizes and coordinates activities related to support for GDD&T leaders in concert with the HUB based Executive Admins.

•Support with expense admin for all GDD&T (L1 Leaders) - Concur

•Assists in coordination of projects, initiatives, and relevant outreach activities

•Travel research, scheduling, and support for GDD&T (L1 Leaders) – BCD Travel

RESPONSIBILITIES:

Travel & Expense

•Investigate and resolve complex issues

•Support & validate the compliance of all travel & expense reports per Takeda policy

•Help with managing the end-to-end scheduling process

Manage end to end expense reporting process for all L1 leaders in coordination with Hub Based EAs.

Assistant

•Provides necessary administrative support to GDD&T leadership team.

•Ensure that reporting system accurately delivers the information required by stakeholders

•Collaborate with other corporate function departments

General

•Familiar with industry best practices, new technology advancements, and safety standards to ensure operations are efficient, innovative, and ecological friendly in line with Takeda environmental commitments

•Any other ad hoc activity/projects given by the line manager

DIMENSIONS AND ASPECTS

Learning Agility & Growth mindset

•Looks for the best opportunities in work to build skills that align with current and future development needs

•Actively seeks information and help from all levels of employees across the organization

•Reflects on work experiences and how to apply the lessons learned from past experiences to current and future work

Cross-functional collaboration

•Ability to work effectively in cross-functional and virtual teams

•Establish credible and long-lasting professional relationships and has personal impact through engaging respectfully and professionally 

Self-starter & entrepreneurial mindset

•Proactive - Shows initiative

•Focus on personal accountability and ownership – constantly challenging oneself to take responsibility for continuous performance improvement and operational excellence

•Motivated and self-directed with the ability to think innovatively, manage, and prioritize different projects independently; demonstrates resilience and flexibility

Results & Stakeholders oriented

•Execute efficiently the identified key activities and actions.

•Can do attitude

•Able to anticipate stakeholders needs and is accountable and responsible for creating value for them

Good communication skills

•Ability to manage difficult conversations and handle objections 

•Able to proactively interact with the stakeholders to generate relevant content

•Effective listening skills

•Punctual

•Superb customer service and organizational Skills

•Advanced English Level, written and spoken.

SKILLS AND QUALIFICATIONS:

•Proven experience with procurement administration (Ariba, SAP system is advantage)

•Vendor management

•Experience with reporting analytics / dashboards

•Contract management skills

•Attention to detail

•Good interpersonal and communication skills, both written and verbal

•Very good organizational skills with the ability to multi-task

•Analytical and problem-solving skills 

•Can-do attitude, happy to help and can handle demanding priorities

•English B2+

Experience and Education

•Graduation from university education

•Min. 1 year of experience on a similar position 

•Hands on analytical skills

•Proven record in building and maintaining trust relationships with internal and external stakeholders

•English B2+

•MS Office advanced; relational databases

•Foreign exchange basic calculations

Locations

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