Executive Assistant & Site Lead

Transforming Digital Strategy at Takeda

At Takeda, the Data, Digital & Technology (DD&T) organization is dedicated to enhancing our digital strategy and refining our capabilities, structures, and processes to better serve patients, support our people, and protect the planet. Based in Zurich, our DD&T organization plays a pivotal role in this transformation, inviting you to engage with an innovative and impactful global initiative.

Position Overview

This role encompasses dual responsibilities within Takeda’s DD&T organization, situated in Zurich, Switzerland. The successful candidate will contribute significantly by:

• Providing high-quality executive administrative support to the Head of Enterprise Process Platforms.
• Serving as the local DD&T Leadership Team (LT) site support resource for Zurich, ensuring an optimal and professional experience for visiting executives.

Key Responsibilities

Executive Assistant to the Head of Enterprise Process Platforms

• Deliver exceptional administrative support, exhibiting discretion and judgment befitting a senior leader.
• Manage a complex executive calendar, prioritize commitments, and protect the leader’s time.
• Coordinate meetings, prepare agendas, and ensure leadership is fully briefed.
• Draft and manage executive communications, fostering effective relationships across the organization.
• Organize intricate travel logistics and manage expense coordination seamlessly.
• Prepare and oversee documentation, reports, and presentations while maintaining corporate standards.
• Handle sensitive information with utmost confidentiality and exercise independent judgment.
• Foster a collaborative environment, guiding junior administrative staff to enhance team effectiveness.

DD&T Zurich Site Lead Responsibilities

• Act as the primary contact for site-specific logistics for visiting DD&T LT members.
• Coordinate meeting room bookings, ensuring technology and executive readiness for meetings.
• Oversee catering arrangements for meetings, handling dietary requirements and hospitality details.
• Facilitate local reservations for dining and offsite needs, aligning with executive expectations.
• Support larger DD&T LT meetings by partnering with central meeting planning teams for local execution.

Experience & Education

• 8-10 years of experience in supporting senior executives within a large global organization.
• Bachelor's degree in Business Administration, Office Administration, Communications, or an equivalent field.
• Must be based in Zurich and available for onsite support.

Skills & Competencies

• Proficient in executive communication, fluent in English with a preference for German.
• Demonstrated ability to manage sensitive information with discretion and sound judgment.
• Strong relationship-building skills and ability to manage multiple stakeholders.
• Proactive, resourceful, and solution-oriented with excellent organizational abilities.
• Advanced skills in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Adaptable and flexible, comfortable navigating across global time zones.
• Knowledge of meeting facilitation and familiarity with Zurich vendors/sites is an asset.

Join us at Takeda, where your skills and commitment can help shape the future of digital transformation in healthcare.