Posted to MedZilla on 9/16/2019

Takeda Pharmaceuticals

US-MA, Sr. Administrative Assistant SR0040357-MZ


Are you looking for a patient-focused, innovation-driven company that will inspire you and empower you to shine? Join us as a Senior Administrative Assistant in our Lexington, Ma location.

At Takeda, we are transforming the pharmaceutical industry through our R&D-driven market leadership and being a values-led company. To do this, we empower our people to realize their potential through life-changing work. Certified as a Global Top Employer, we offer stimulating careers, encourage innovation, and strive for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our global teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

Here, you will be a vital contributor to our inspiring, bold mission.

Primary responsibility of this individual will be to leverage strongadministrative support experience to help manage, facilitate and organize the daily activities of the team and also collaborate with internal and external partners. The successful candidate for this position will need to perform these tasks flawlessly and without direct supervision, think creatively, understand the team's requirements and significantly contribute to overall team performance and effectiveness.


  • Performs administrative duties, which may involve exposure to highly confidential information.
  • Manages the schedules of those supported, schedules meetings and makes travel arrangements for department members, visitors, partners and vendors as needed.
  • Maintain Compliance as it relates to policies. Ensure department related vendor and legal documentation is filed in compliance with legal.
  • Assist new employees with on-boarding and provide relevant company information as needed so they may begin work seamlessly. Proactively responds to team questions, concerns and requests for information and resolves routine questions and information requests.
  • Ability to answers questions and provides guidance to any member of the team regardless of the reporting structure.
  • Arrange on site and off site meetings, ensure registration, hotel and travel for various conferences are completed. Ensure department related activities are running timely. Coordinate internal, external and vendor related meetings. Accountable for meeting planning and organization, schedules attendees, books conference rooms, arranges catering and compiles meeting materials. Organize weekly and monthly team meetings and hold people accountable for action items. Prepares correspondence and agendas as needed.
  • Process expense reports for senior managers using the Concur Travel & Expense system. Assist with purchase orders and invoice reconciliation.
  • Register new vendors within the Lavante system.
  • Ensure that all contracts are submitted within the Axxerion system for Shire legal vetting/review.
  • Provides telephone support, assumes responsibility for copying, and developing and maintaining filing systems.
  • Serves as reciprocal back-up for other team Assistant and vice versa as needed.
  • Maintains up-to-date contact lists for department members.
  • Manage and process hardware and software requests and be the contact person for facilities when securing work spaces for new hires within the team.
  • Continuously assess team needs and be able to suggest effective solutions.


  • High School Diploma / Bachelor Degree Preferred.
  • Generally has at least 5 years of related experience in a similar position.
  • Experience with supporting senior level management.
  • Extensive working knowledge of MS Word, Excel, PowerPoint and MS Outlook.
  • Experience with expense reporting systems/software.
  • Experience with purchase orders and accounts management systems/software.
  • Requires strong attention to detail in composing materials, establishing priorities, scheduling meeting and arrange travel itineraries.
  • Must be able to work in a fast-paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
  • Strong interpersonal skills; position continually requires demonstrated poise, tact and diplomacy.

Travel Requirements:

  • Some domestic or international travel may be required.


  • 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

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No Phone Calls or Recruiters Please.

Notice to Employment / Recruitment Agents:

Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from Shire, a wholly-owned subsidiary of Takeda s Talent Acquisition department. Any agency candidate submission may only be submitted to positions opened to the agency through the specific Agency Portal. Shire, a wholly-owned subsidiary of Takeda will only pay a fee for candidates submitted or presented where there is a fully executed contract in place between the Employment / Recruitment agents and Shire, a wholly-owned subsidiary of Takeda and only if the candidate is submitted via the Agency Portal. Candidates submitted or presented by Employment / Recruitment Agents without a fully executed contract or submitted through this site shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.

Equal Employment Opportunity

Shire, a wholly-owned subsidiary of Takeda, is an Equal Opportunity Employer committed to a diverse workforce. Shire, a wholly-owned subsidiary of Takeda, will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, national origin, ancestry, age, sexual orientation, marital or civil partnership status, pregnancy, gender reassignment, non-job related mental or physical disability, genetic information, veteran status, military service, application for military service, or membership in any other category protected under law.

EEO is the Law -

EEO is the Law Supplement -

Pay Transparency Policy -

Reasonable Accommodations

Shire, a wholly-owned subsidiary of Takeda, is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please call 484-595-8400 and let us know the nature of your request and your contact information.

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* If a direct employer requests that you go to their web site and complete your application there in order to be
  considered, please do so. Applications for all positions are subject to each employer's specific requirements.