Executive Coordinator

Takeda Pharmaceutical Co.; Boston, Northern (MA, KY); Hybrid; USD 52,000 - 81,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Takeda Pharmaceutical Co. in Boston, MA seeks an Executive Coordinator to provide high-level administrative support to the VP and leadership team, managing calendars, travel, and communications with discretion.

You will organize leadership meetings, support events, mentor administrative colleagues, and help steer process improvements across the Research organization. Minimal travel, hybrid work, and a focus on strategic support are key.

Qualifications

• High-level administrative support experience, preferably in Biopharma or similar
• Strong calendar, travel, and communications management
• Discretion and confidentiality in handling sensitive information
• Clear, concise written and verbal communication
• Proactive problem-solving and decision-making
• Detail-oriented with strong organizational skills
• Ability to work across a matrixed organization
• Familiarity with AI-assisted note-taking and meeting preparation a plus
• Ability to mentor and coach administrative colleagues

Responsibilities

• Provide executive support to the VP and leadership team, managing complex calendars and travel
• Prepare and edit correspondence, presentations, and reports; conduct data research for decision-making
• Serve as liaison across the organization to ensure timely, professional communications
• Organize leadership meetings, events, and offsites, including notes and logistics with minimal supervision
• Support the Research Admin Community of Practice and share best practices
• Coordinate promotion cycle logistics and employee development program support

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion/confidentiality

Multitasking

Problem solving

Attention to detail

Interpersonal skills

Team collaboration

Education

High school diploma/GED

Associate or bachelor’s degree preferred

Job description

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.

The Executive Coordinator provides high-level administrative support to their leader (VP or above) and leadership team, ensuring smooth and efficient operations within the organization. Working independently and acting as a gatekeeper and liaison, the role involves managing complex schedules, communications, and the flow of information to maximize executive productivity. The Executive Coordinator maintains the highest degree of professionalism, discretion, and confidentiality in representing their leader and the Research organization in all interactions, working effectively across a matrixed organization. Success in this position extends beyond task management - the role requires strong business acumen, the ability to anticipate needs and support informed decision making, and a proactive approach to driving results. The Executive Coordinator plays a vital role in fostering organizational culture by providing trusted insights, feedback, and strategic support to senior leadership and the teams they manage.

How you will contribute:

• Executive Support: Manage and maintain complex executive calendars and travel arrangements. Prepare, edit, and manage correspondence, presentations, reports, and other documents. Conduct research and compile data to support leader decision-making. Track expenses, process invoices, and assist with purchase orders.
• Leadership & Culture: Serve as a role model and mentor to administrative colleagues, acting as an ambassador for ONE Research and demonstrating Takeda Leadership Behaviors.
• Meeting & event management: Organize and support leadership meetings, functional events, and workshops/offsites, inclusive of agenda and content preparation, note-taking (making use of AI tools), and logistics, with a focus on participant experience, under minimal supervision.
• Research Admin Community of Practice (CoP): Serves as an active member of CoP, contributing to Research-wide initiatives. Attends CoP meetings and actively supports enterprise advancement by aligning with CoP processes.
• Stakeholder Management: Act as a primary liaison between executives and internal/external stakeholders, ensuring timely and professional communication.
• Talent support: In coordination with Human Resources, coordinate promotion cycle logistics for function; support employee development programs (e.g., trainings, promotions, etc.) logistics, including scheduling, materials, and record-keeping.
• Process Optimization: Proactively identify opportunities to develop and standardize processes; brings forward best practices and functional knowledge to elevate capabilities of the team (e.g., sharing successful technology implementation and ideas for new processes or improvements, etc.)
• New employee onboarding: Manage onboarding, including workspace setup, orientation scheduling, and administrative support with eye toward process optimization.
• Function Resource: Act as a knowledge source for all colleagues in assigned function, remaining up-to-date on policies and procedures
• Provide administrative support for special projects as required, working in partnership with other functional team members (not limited to leadership team members and Research Enablement Leads)

Minimum Requirements/Qualifications:

• High school diploma/GED required. Associate or bachelor’s degree preferred
• Minimum 8 years of relevant work experience or equivalent, preferably within a BioPharma environment.
• Communication Skills – Clear, concise, and professional written and verbal communication.
• Organizational Skills – Strong ability to prioritize, multitask, work independently, and manage time effectively.
• Confidentiality – Demonstrated discretion and integrity in handling sensitive information.
• Adaptability – Ability to remain flexible and efficient in a dynamic, fast-paced environment.
• Proactive Problem-Solving – Resourceful in anticipating needs and resolving issues effectively.
• Attention to Detail – Meticulous in ensuring accuracy and quality in administrative tasks.
• Interpersonal Skills – Skilled at building relationships and managing interactions diplomatically. Ability to influence without authority.
• Professionalism – Committed to representing the organization with a positive and polished demeanor.
• Collaboration – Strong teamwork mindset and a desire to contribute to collective success. Ability to work effectively with global teams.
• Initiative – Works under minimal supervision; Self-driven to take ownership of responsibilities and deliver impactful results.

Travel Requirements:

• Minimal travel as required for the work, primarily for meetings.

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" following Takeda's Hybrid and Remote Work policy.

#LI-Hybrid

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:

$37.55 - $58.97

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.

For information about our benefits, please click here.

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

NoIt 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.