Posted to MedZilla on 3/23/2018

Takeda Pharmaceuticals

US-MA, Executive Administrative Assistant - Oncology Business Unit 1800635-MZ


Are you looking for a patient-focused company that will inspire you and support your career? If so, be empowered to take charge of your future at Takeda. Join us as Executive Administrative Assistant at our Cambridge, Massachusetts office.

Here, everyone matters and you will be a vital contributor to our inspiring, bold mission. As Executive Administrative Assistant working in the Oncology Business Unit, you will be empowered to make meaningful contributions, and a typical day will include:


Our team is seeking an Administrative Assistant to help manage key activities, business processes, and coordinate a number of internal and external stakeholders on behalf of our global brand executives. We are looking for an individual who is a self-starter, energetic, and thrives as a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate should have excellent oral and written communication skills and be proficient with productivity tools such as MS Office, SharePoint, and other common business applications.


  • Provides support to multiple global brand leads and other executives.Actively manages a diverse set of tasks while providing clear communication of workload which reflects team priorities and needs
  • Communicates in a clear, professional and articulate manner. Directly liaises with other important internal and external contacts such as vendors, customers, and senior leadership on behalf of team.Stakeholders are not limited to US-location only but often span multiple countries and time zones

  • Actively assists the team with meetings, presentations, and/or projects to ensure successful outcomes.

  • Schedules, organizes and coordinates certain onsite and offsite domestic and international meetings including but not limited to managing invitations, tracking responses, coordinating speakers, entertainment, transportation, dining, presentation materials, budgets, and technological needs.

  • Undertakes certain budget management processes such as Purchase Order requests, invoice processing, and budget reconciliation in accordance with Company policies and procedures.

  • Assists with the creation of meeting agendas, minutes, and follow-up of action items

  • Helps coordinate key calendar and other scheduling on behalf of team members

  • Act as a resource for managing MS Office applications, team SharePoint sites, and other technology tools commonly utilized

  • Assists with certain travel arrangements including detailed itineraries

  • Independently prepares, processes, and reconciles individual and department expense reports

  • Creates and maintains complex written correspondence, memos, presentations, spreadsheets, organizational charts, etc., with little oversight. Proofreads and edits all documents prior to finalizing.

  • Orders/maintains supplies and arranges for equipment maintenance.

  • May create and maintain database information such as distribution lists, mailing lists, vendors, etc. in applicable format.

  • May maintain manuals, policy and procedure files, etc., in applicable format.

  • Demonstrates a solid understanding of Company s confidentiality policies and procedures and exercises appropriate discretion when involved in sensitive business matters.

  • Performs other special projects as directed by the team.


  • High School Diploma or in lieu of Diploma/GED four years of administrative assistance experience in addition to minimum years of experience required
  • 8+ years of administrative experience supporting one or more individuals

  • Strong PC literacy with advanced skills in Microsoft Office and SharePoint applications

  • Strong organizational skills

  • Ability to multi-task, problem-solve and operate in a fast-paced environment

  • Excellent verbal and written communication skills

  • Strong understanding of mid-size, global corporate structures including corporate policies and procedures


  • Prior work experience in pharmaceutical industry

  • Prior experience as an executive assistant


  • 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

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

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