Executive Assistant, Senior Support

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

As an Executive Assistant supporting the Leadership Team within Global Communications & Governance (GC&G), you will play a critical role in enabling effective day-to-day operations across a complex, global organization. You will provide high-quality administrative and operational support while building trusted relationships with senior leaders, colleagues, vendors, and partners across Takeda. In addition to delivering excellent executive support, you will help advance an AI-forward culture within the administrative community. By identifying practical applications for AI-enabled productivity tools, sharing best practices, and helping colleagues build confidence and capability, you will contribute to more efficient ways of working and support Takeda’s purpose of bringing better health to people and a brighter future to the world.

How You Will Contribute

• 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.

Preferred Skills And Qualifications

• High school diploma or GED required; an associate or bachelor’s degree is preferred.
• Minimum of five years of relevant administrative, executive support, or related experience, or an equivalent combination of education, training, and experience.
• Industry experience preferred.
• Ability to interact effectively with employees at all levels and build strong internal networks across departments to locate information, solve problems, and complete responsibilities effectively.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong digital literacy and demonstrated experience using AI-enabled productivity tools such as Microsoft Copilot, Cowork, or similar platforms.
• Experience coordinating domestic and international travel and submitting expense reports using Concur or a comparable system.
• Demonstrated ability to manage complex scheduling requirements involving multiple senior stakeholders and time zones.
• Familiarity with Ariba or similar procurement systems, including requisition creation, payment tracking, and vendor or consultant communication.
• Strong data-entry, data-review, reporting, and analysis skills, with a high level of accuracy.
• Experience coordinating onsite and offsite meetings and events, including logistics, catering, setup, and closeout.
• Ability to mentor others, teach AI-enabled productivity skills, and document best practices to support broader adoption.
• Strong organizational, prioritization, and time-management skills, with the ability to multitask and adapt to changing priorities in a fast-paced environment.
• Strong attention to detail and the ability to work independently with minimal supervision while also contributing effectively as part of a team.
• Excellent verbal and written communication, interpersonal, research, and problem-solving skills.
• Demonstrated professionalism, patience, discretion, and sound judgment when handling challenging or confidential situations.
• Commitment to treating colleagues with respect and fostering an inclusive, collaborative workplace.

Takeda 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.

For Location:

Boston, MA

U.S. Hourly Wage Range :

$31.15 - $48.97

The estimated hourly wage range reflects an anticipated range for this position. The actual hourly wage offered may depend on a variety of factors, including the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job.The actual hourly wage offered will be in accordance with state or local minimum wage requirements for the job location.

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.

Locations:

Boston, MA

Worker Type:

Employee

Worker Sub-Type:

Regular

Time Type:

Full time

Job Exempt:

No

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.