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

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Job Description

About The Role

The Executive Coordinator, Global Communications, R&D and Portfolio Communications plays a crucial role in supporting the Leadership Team within Global Communications and Governance (GC&G) organization in their day-to-day office activities. In addition to providing administrative assistance, the Executive Coordinator also plays a key role in fostering and AI forward effectiveness culture and building strong relationships within the Global Communications teams. By helping to elevate the skill of other administrative positions effectiveness through AI tools and capabilities, this role becomes an anchor for the continued evolution of our skills and 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.
• Serve as the EA team's subject matter expert for AI-enabled productivity tools, including Microsoft Copilot and other approved digital productivity solutions, providing guidance on effective use cases, best practices, and emerging capabilities.
• Identify, pilot, and share AI-driven approaches that improve administrative efficiency, meeting management, communications, information management, and executive support workflows.
• Act as the primary point of contact for executive assistants seeking support to build AI fluency and adoption through peer coaching, knowledge sharing sessions, office hours, and practical demonstrations of new capabilities.
• Develop and maintain best practice resources, prompt libraries, training materials, and standards to help executive assistants leverage AI tools responsibly, effectively, and in alignment with company policies

Minimum Requirements/Qualifications:

• Associates degree or Bachelor's degree preferred
• Minimum 5 years of relevant work experience, or equivalent combination of training and experience; some industry experience is preferred
• German language skill is a plus but not required
• Strong PC literacy with advanced skills in Microsoft Outlook, Work, Excel, and/or PowerPoint as well as AI efficiency tools such as Copilot, Cowork, and others
• 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.
• Experience with AI efficiency tools such as Copilot, Cowork, and others.
• Demonstrated ability to mentor and teach AI skills and document best practices for more wide spread standardization and sharing
• 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.
• Proactivity 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.

Locations

Base Salary Range:

The estimated salary range reflects an anticipated range for this position. The actual base salary 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.

For information about our benefits, please click here.

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