AI-Forward Executive Assistant to Leadership Team

Takeda; Boston (MA); On-site; USD 43,000 - 67,000; Full time

Job summary

Takeda in Boston, MA is seeking an Executive Assistant to support the Global Communications & Governance Leadership Team. You will provide high-quality administrative and operational support, manage complex calendars, coordinate domestic and international travel, and prepare expense reports in Concur, all while fostering AI-enabled productivity across the team.

Responsibilities include coordinating meetings and events, onboarding new members, maintaining a professional office environment, and

Qualifications

• High school diploma or GED required; associate or bachelor's preferred.
• Minimum of five years of relevant administrative or executive support experience.
• Ability to interact effectively with employees at all levels.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong experience with AI-enabled productivity tools such as Microsoft Copilot, Cowork, or similar.
• Experience coordinating domestic and international travel and submitting expense reports using Concur.
• Experience managing complex calendars across multiple time zones.
• Familiarity with Ariba or similar procurement systems.
• Strong data-entry, data-review, reporting, and analysis skills.
• Experience coordinating onsite and offsite meetings and events.
• Ability to mentor others and document best practices for AI adoption.
• Strong organizational, prioritization, and time-management skills.
• Excellent verbal and written communication, interpersonal, research, and problem-solving skills.
• Discretion and confidentiality.
• Commitment to an inclusive, collaborative workplace.

Responsibilities

• 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.

Skills

Executive support

Travel coordination

Calendar management

AI-enabled productivity tools

MS Office

Communication skills

Discretion

Multitasking

Education

High school diploma

Associate or bachelor’s degree preferred

Tools

Ariba

Concur

Microsoft Copilot

SharePoint

MS Teams

Job description

Takeda in Boston, MA is seeking an Executive Assistant to support the Global Communications & Governance Leadership Team. You will provide high-quality administrative and operational support, manage complex calendars, coordinate domestic and international travel, and prepare expense reports in Concur, all while fostering AI-enabled productivity across the team.

Responsibilities include coordinating meetings and events, onboarding new members, maintaining a professional office environment, and