Executive Coordinator

Takeda; Lexington (MA); Hybrid; USD 52,000 - 81,000; Full time

Benefits offered by this job

401(k) match

Tuition reimbursement

Health & Wellness programs

Generous vacation time

Community Outreach Programs

Job summary

Takeda in Lexington, MA is seeking an Executive Coordinator to support the Global Head of EHSS. You will manage calendars, coordinate meetings, and assist with administrative and finance tasks to drive efficiency.

Responsibilities include scheduling, event support, document management, onboarding, travel planning, and processing vendor payments. Strong communication and MS Office skills are essential.

Qualifications

• High school diploma or GED required; further education preferred.
• Minimum 8 years of relevant work experience; industry experience preferred.
• Strong PC literacy with advanced MS Outlook, Word, Excel and PowerPoint.
• Excellent verbal and written communication skills.

Responsibilities

• Provide comprehensive administrative support to the Global Head of EHSS.
• Schedule meetings, calls, and interactions based on priorities.
• Support organizing large team and leadership events.
• Manage documents, agendas, reports, emails, and presentations.
• Interface with internal and external customers and route resources.
• Develop cross-department networks to answer questions.
• Maintain confidentiality in all responsibilities.
• Arrange travel and complete expense reports.
• Support PO process and vendor payment documentation.
• Use MS Office tools to track, document, and report data.
• Respond to inquiries and interact with all levels of staff.
• Participate in process improvements and onboarding for new joiners.

Skills

Calendar management

Event coordination

PO processing

MS Office

Communication skills

Travel arrangements

Onboarding

Education

High school diploma

Associate/Bachelor degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Job Description

Executive Coordinator

Lexington, MA

Hybrid

OBJECTIVES/PURPOSE

The Executive Coordinator’s primary role is to support the Global Head of EHSS by managing their calendar and activities to ensure maximum efficiency and value while assisting with administrative, finance and operational functions.

ACCOUNTABILITIES

• Provide comprehensive administrative support and coordination to the Global Head of EHSS and their organization.
• Schedule meetings, calls, and other interactions based on the priorities of the leader and/or function.
• Support organizing large events (Team and Leadership)
• Manage specialty documents and correspondence, including meeting agendas, reports, emails, presentations.
• Interfaces and communications with internal and external customers; direct people to the appropriate resources.
• Understand the structure of the organization and develop a network across departments; draw on network to answer questions and accomplish responsibilities.
• Demonstrate confidentially in execution of all responsibilities.
• Arrange travel, complete expense reports on time.
• Support Purchase Order (PO) process. Prepare documentation for payment of vendors, consultants, and suppliers; submit documentation and enter request for payments into accounting system; respond to inquiries from accounts payable and payees.
• Use appropriate tools for required work including Microsoft Outlook, Word, Excel, and Power Point to track, document, and report data.
• Research solutions and respond to email and phone inquiries with minimal input from direct supervisor; interact with all levels of employees throughout the company.
• Initiates, develops, and participates in improvement processes; participates in resulting process improvements.
• Own and execute onboarding process for new team joiners and internal transfers.

DIMENSIONS AND ASPECTS

Leadership

• Continuously displays and drives behaviors consistent with Takeda Leadership Behaviors

• Values – Integrity, Honesty, Fairness, Perseverance(Takeda-ism)
• Priorities – Patients, Trust, Reputation, Business

• Provides leadership, integrity, team orientation, flexibility, and innovation experience in projects that require collaborative approaches, strong analytical skills and have a solid understanding of business issues and processes.

• Strategic Thinking:Develops and implements strategies, policies, and tactics. Coordinates multiple and changing priorities rapidly and effectively with a continued focus on achieving outcomes.

• Communication: Manages within a matrixed organization and effectively influences and participates in teams at all levels of management. Communicates and prepares reports and presentations for leadership team.

Decision-making and Autonomy

• Role requires problem solving and decision making.
• Adapt to work priorities in response to multiple demands, trouble shoot quickly and effectively.

Interaction

• Primary interaction within GSQ and EHSS
• Primary interaction outside GSQ and EHSS is collaborating with administrative peer group for various functions.

Innovation

• Excellent working knowledge of technology tools to support Global Head of EHSS & leadership team.

Complexity

• Role requires ability to work efficiently and effectively to solve problems and manage competing priorities.
• Required knowledge of Takeda policies to support Global Head of EHSS.

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS:

Education / experience

Essential:

• High school diploma/GED required. Associate degree or bachelor’s degree preferred.
• Minimum 8 years of relevant work experience or equivalent combination of training and experience. Some industry experience is preferred.
• Strong PC literacy with advanced skills in Microsoft Outlook, Word, Excel, and PowerPoint
• Excellent verbal and written communication skills.

WHAT TAKEDA CAN OFFER YOU:

• 401(k) with company match and Annual Retirement Contribution Plan
• Tuition reimbursement Company match of charitable contributions
• Health & Wellness programs including onsite flu shots and health screenings
• Generous time off for vacation and the option to purchase additional vacation days.
• Community Outreach Programs

Empowering Our People to Shine

Learn more at takedajobs.com.

Takeda is an EEO employer of minorities, women, disabled, protected veterans, and considers qualified applicants with criminal histories in accordance with applicable laws. For more information, visit http://www.takeda.us/careers/EEO_Policy_Statement.aspx

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:

Lexington, 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.

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.

Locations

Lexington, 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.