Executive Assistant

MEX - 9930 Takeda Innovation Solutions Mexico S.A de C.V; Santa Fe; On-site; MXN 420,000 - 640,000; Full time

Job summary

Takeda is seeking an Executive Assistant to support a senior leader within the Data, Digital & Technology (DD&T) organization in Mexico City. You will manage a complex calendar, draft executive communications, coordinate domestic and international travel, and oversee expenses with a high degree of discretion.

The role requires 8–10 years of executive‑level experience, a bachelor’s degree, and superb organizational skills.

Qualifications

• 8–10 years of executive-level administrative experience.
• Bachelor’s degree in business administration or equivalent.

Responsibilities

• Calendar and schedule management for a senior leader, prioritizing commitments and resolving conflicts.
• Draft, review, and coordinate executive communications with senior leaders and assistants.
• Organize domestic and international travel and related logistics with internal and external partners.
• Coordinate leader expenses with central teams and ensure proper submission.

Skills

Executive communication

English fluency

Confidentiality

Proactivity

Travel planning

Technology

Flexibility

Education

Bachelor's degree in business administration

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Job description

Position Summary

This Executive Assistant role is within Takeda’s Data, Digital & Technology (DD&T) organization, based in Mexico City, Mexico. Reporting into the DD&T USBU and OBU organization, the successful candidate will provide dedicated, high-quality executive administrative support to the leader of the organization, with full administrative accountability for that leader.

Key Responsibilities

Required Responsibilities

• Calendar and schedule management: Proactively own and manage a complex, frequently changing executive calendar – prioritizing commitments, resolving conflicts, and protecting time against competing demands.
• Executive communications: Draft, review, and coordinate executive-level communications, and communicate clearly and professionally with TET members, senior leaders, and their assistants on behalf of the leader.
• Travel and event logistics: Organize complex domestic and international travel and associated logistics – including multi-party alignment across internal groups and, at times, external or industry partners – and partner with central meeting planning teams on larger trips, meetings, and events.
• Expenses coordination: Work with DD&T central expense management role to ensure appropriate submission and completion of leader expenses.
• Stakeholder management: Build and maintain strong working relationships across DD&T, the broader enterprise, and external partners, acting as a trusted point of contact for the leader’s office.
• Confidentiality, judgment and discretion: Handle highly confidential and sensitive information with the utmost discretion at all times and exercise strong, independent judgment – including the confidence to respectfully challenge or decline a request from a senior leader or TET member when it is in the best interest of the leader’s priorities.
• Proactivity and problem solving: Anticipate the leader’s needs, identify issues early, and resolve problems proactively before they accelerate.

Preferred Responsibilities

• Meeting coordination and agenda preparation: Coordinate meetings end-to-end, prepare and circulate agendas, coordinate pre-reads, and ensure the leader is fully prepared.
• Meeting facilitation: Where appropriate, facilitate or lead meetings on behalf of the leader.
• Documents, presentations, and data: Where appropriate, prepare and coordinate documents, correspondence, reports, and presentations; collect, review, enter, and format accurate data using Microsoft Outlook, Word, Excel, and PowerPoint; and ensure materials adhere to corporate and organizational standards.
• Vendor and payment support: Prepare documentation for payment of vendors, consultants, and suppliers; submit and track payment requests and purchase orders and respond to related inquiries.
• Continuous improvement and network: Participate in process improvement and build a strong internal network to answer questions, solve problems, and execute responsibilities effectively.
• Junior and team administrative support: Provide guidance and support to junior administrative staff, enhancing team capabilities, and aid the broader administrative team as needed to ensure seamless DD&T senior leader support.
• Perform other related duties as required.

Education, Experience, Competencies & Skills

Experience and Education

• 8–10 years of executive-level administrative experience, ideally supporting senior executives or leaders.
• Experience within large, complex, global corporations.
• Bachelor’s degree in business administration, office administration, communications, or equivalent.

Required Competencies and Skills

• Executive communication: Excellent verbal and written communication skills, including executive-level communications.
• Fluency in English is required.
• Confidentiality: Proven ability to handle highly confidential and sensitive information with discretion.
• Proactivity: Highly proactive, resourceful, and solution-oriented, with the ability to anticipate needs and solve problems before they escape.
• Organization and travel planning: Strong organizational skills, including complex domestic and international travel and associated meeting planning.
• Technology: Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Flexibility: Willingness to flex working arrangements to accommodate collaboration and meetings across global time zones, including US time zones.

Preferred Competencies and Skills

• Judgment and discretion: Strong judgment and discretion, including the confidence to respectfully say no to senior leaders – including TET members – when appropriate.
• Stakeholder management: Strong stakeholder management and interpersonal skills, with the ability to build trusted relationships at all levels.
• Cross-functional coordination: Ability to coordinate across functions and manage multiple complex, concurrent priorities.
• Adaptability: Change readiness and the ability to adapt quickly to shifting priorities.
• Meeting facilitation: The ability to facilitate or lead meetings is an advantage.

Locations

MEX - Santa Fe

Worker Type

Employee

Sub-Type

Regular Time

Type

Full time

Takeda is an equal opportunity employer.