Executive Coordinator, Global Communications, R&D and Portfolio Communications

Job DescriptionAbout the RoleThe Executive Coordinator, Global Communications, R&D and Portfolio Communications plays a crucial role in supporting the Vice President of R&D and Portfolio Communications and their team in their day-to-day office activities. In addition to providing administrative assistance, the Executive Coordinator also plays a key role in fostering a positive team culture and building strong relationships within the Global Communications teams. By helping to coordinate team-building meetings and activities and promoting a collaborative work environment, this role helps strengthen the overall success of Takeda's purpose to bring better health to people and a brighter future to the world.How you will contribute:Provide administrative support to ensure the efficient operation of the Global Communications team.Assist in coordinating both domestic and international travel arrangements. Create and submit travel expense reports in a timely manner in Concur.Assist in scheduling meetings, calls, and other appointments for the Vice President and their teams, which involve many different time zones.Assist in creating requisitions in Ariba, checking payments for vendors and consultants in the system, and communicating with them as needed.Assist in tracking budget forecasts using spreadsheets and preparing reports on budget status.Facilitate communication and information sharing among team members to enhance collaboration.Assist in coordinating events and meetings by reserving event spaces, meeting rooms and arranging catering needs.Assist in the onboarding process for new team members to ensure a smooth integration into the team culture.Maintain an organized and welcoming office for team members and guests.Serve as a liaison between different departments or teams to promote cross-functional collaboration and knowledge sharing.Utilize tools such as Microsoft Outlook, Word, Excel and PowerPoint for document preparation, editing, report creation, tracking and analysis.Interface and communicate with internal and external customers, directing people to the appropriate resources.Requirements:Must be able to interact effectively with all levels of employees throughout the company and understand the structure of the organization and develop a strong network across departments, drawing on the network to answer questions and successfully accomplish responsibilities.Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams and SharePoint) with strong digital literacy.Experience with travel coordination, both domestic and international, and expense report submission using Concur or similar software.Ability to schedule meetings, calls, and appointments efficiently with a large group of busy people involving many different time zones.Familiarity with creating requisitions using Ariba, processing vendor payments, and communicating with vendors and consultants.Experience in tracking budget forecasts and preparing reports using spreadsheets.Data entry and analysis skills for collecting, reviewing and formatting accurate data.Experience in coordinating various events for on-site and off-site meetings, including managing catering requirements and preparing and cleaning before and after the meetings/events.Ability to multitask effectively and adapt to changing priorities.Strong organizational and time management skills.Completes tasks with a high level of detail and accuracy and independence, with minimal supervision.Ability to conduct independent research with strong problem-solving skills.Ability to work independently and as part of a team and be able to work well under pressure while being interrupted.Demonstrated patience in handling challenging situations.Ability to maintain confidentiality and demonstrate discretion in handling sensitive information.Strong networking and interpersonal skills to collaborate across departments, treating all colleagues with respect in varied workplace scenarios.Minimum Requirements/Qualifications:High School Diploma/GED required; Associates degree or Bachelor's degree preferredMinimum 5 years of relevant work experience, or equivalent combination of training and experience; some industry experience is preferredJapanese language skill is a plus but not requiredStrong PC literacy with advanced skills in Microsoft Outlook, Word, Excel, and/or PowerPointExcellent verbal and written communication skillsMore 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" in accordance with Takeda's Hybrid and Remote Work policy.

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