Executive Administrative Assistant

BioSpace; Boston (MA); Hybrid; USD 38,944 - 61,192; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) plan with company match

Tuition reimbursement program

Paid volunteer time off

Well-being benefits

Job summary

A leading biopharmaceutical company is seeking an Executive Administrative Assistant in Boston. The role involves providing vital administrative support, managing schedules, and coordinating communications for senior leadership. Candidates should possess strong communication skills and organizational abilities, with a positive, customer-oriented mindset. The position offers hybrid working arrangements and competitive pay.

Qualifications

• Bachelor’s degree + 2 years of relevant experience minimum preferred; High school diploma/GED required + 5 years minimum relevant work experience acceptable.
• Excellent verbal and written communication skills are necessary.
• Ability to manage stress effectively and demonstrate a positive, customer-service-oriented mindset.

Responsibilities

• Schedule meetings and manage calendars for senior leadership.
• Plan and coordinate meetings, dinners, and events for groups.
• Maintain documents and correspondence for efficient operation.

Skills

Microsoft Outlook

Customer-service orientation

Team collaboration

Verbal communication

Written communication

Organization

IT systems learning

Education

Bachelor's degree

High school diploma/GED with relevant work experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Job description

By clicking the “Apply” button, I understand that my employment application process with Takeda will commence and that the information I provide in my application will be processed in line with Takeda’s Privacy Notice and Terms of Use. I further attest that all information I submit in my employment application is true to the best of my knowledge.

Job Description

About the role:
At Takeda, we are a forward‑looking, world‑class R&D organization that unlocks innovation and delivers transformative therapies to patients. By focusing R&D efforts on four therapeutic areas and other targeted investments, we push the boundaries of what is possible in order to bring life‑changing therapies to patients worldwide.

Executive Administrative Assistant

Join Takeda as an Executive Administrative Assistant where you will perform administrative duties and office support activities for a team. As part of the Gastrointestinal and Inflammation Therapeutic Area Unit (GI² TAU) Operations team, you will report to the Director and work with the GI² TAU organization.

How You Will Contribute

• Schedule meetings and manage calendaring activities for senior leadership and GI² TAU forums as directed by TAU function heads.
• Respond appropriately and efficiently to resolve urgent or critical matters involving senior leadership.
• Plan in‑person meetings, dinners, and events for groups ranging from 3 to 130 individuals with minimal direction from function heads/leadership.
• Use appropriate systems and tools for required work projects such as collecting, inputting, collating, and distributing information, including Microsoft Outlook, Word, Excel, PowerPoint, Teams, etc.; maintain appropriate electronic or hard‑copy files as needed.
• Coordinate documents and correspondence, including emails, presentations, reports, draft documents, memos, etc. Use appropriate corresponding systems to facilitate review of documents, such as Teams, Please Review, SharePoint, etc.
• Work with others to review and proofread various documents for grammar and spelling, accuracy, consistency of terms, and completeness; ensure document text and graphics adhere to corporate and organization guidelines and standards.
• Arrange or set‑up A/V for hybrid, remote, or in‑person meetings and troubleshoot basic A/V technology issues for conference calls and related IT equipment, interface with IT and conference services for advanced matters.
• Arrange travel for leadership and senior team members; complete expense reports timely.
• Interface and communicate with internal and external professionals; develop a network within the department and broader organization to direct individuals to the appropriate resources and departments.
• Enter requests for payments into the accounting system based on documentation provided by supervisor and team members; assist with response to inquiries from accounts payable and payees.

Minimum Requirements/Qualifications

• Bachelor’s degree + 2 years of relevant experience minimum preferred; High school diploma/GED required + 5 years minimum relevant work experience acceptable.
• Comprehensive understanding of Microsoft Outlook and Word, and basic understanding of Excel, PowerPoint required. SharePoint experience preferred.
• Ability to manage stress effectively.
• Excellent verbal and written communication skills.
• Highly organized and has demonstrated ability to prioritize appropriately.
• Positive, customer‑service‑oriented and team‑oriented mindset.
• Agility with learning new IT systems is a plus.
• Ability and willingness to travel between Cambridge Takeda‑campus buildings for work‑related duties when needed.
• Use good judgement to triage issues and/or answer questions appropriately, accurately, and efficiently via appropriate communication channels (phone, Teams, or email).
• Show initiative and ‘self‑starter’ mindset by researching information needed to complete tasks as assigned within scope of duties.
• Demonstrate professional demeanor and ability to maintain confidentiality in execution of all responsibilities.

More About Us

At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best‑in‑class patient support programs. Takeda is a patient‑focused company that will inspire and empower you to grow through life‑changing work. Certified as a Global Top Employer, Takeda offers stimulating careers, encourages innovation, and strives for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

This position is currently classified as "hybrid" in accordance with Takeda’s Hybrid and Remote Work policy.

Compensation and Benefits Summary

We understand compensation is an important factor as you consider the next step in your career. We are committed to equitable pay for all employees, and we strive to be more transparent with our pay practices.

Location

Boston, MA

U.S. Hourly Wage Range

$28.27 - $44.42

Benefits

U.S. based employees may be eligible for short‑term incentives. U.S. based employees may be eligible to participate in medical, dental, vision insurance, a 401(k) plan and company match, short‑term and long‑term disability coverage, basic life insurance, a tuition reimbursement program, paid volunteer time off, company holidays, and well‑being benefits, among others. U.S. based employees are also eligible to receive, per calendar year, up to 80 hours of sick time, and new hires are eligible to accrue up to 120 hours of paid vacation.

EEO Statement

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.