{"id":2230754,"url":"https://alion.io/job/takeda-pharmaceutical-executive-coordinator","title":"Executive Coordinator","company":{"id":5984,"name":"Takeda Pharmaceutical","domain":"takeda.com","url":"https://alion.io/company/takeda","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":93,"open_postings":42,"ghost_share":0,"stale_share":0.476,"repost_share":0,"time_to_fill_p50_days":21,"computed_at":"2026-10-12T06:55:09Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Bengaluru, India"],"countries":["IN"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":10500,"max_usd":28000,"period":"year","method":"role_country_seniority_unknown","sample_n":13},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Copilot","optional":false},{"name":"OneDrive","optional":false},{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-10-09T00:00:00Z","employer_posted_date":"2026-10-09","last_verified_at":"2026-10-12T11:06:59Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"By clicking the “Apply” button, I understand that my employment application process with Takeda will commence and that the information I provide in my application will be processed in line with Takeda’s Privacy Notice and Terms of Use. I further attest that all information I submit in my employment application is true to the best of my knowledge.\nJob Description\nOBJECTIVES/PURPOSE\nThe Executive Coordinator enables Global Medical leaders and teams to operate at a high level of effectiveness by providing executive support, operational coordination, and administrative services.\nThis role is part of the Global Medical Administrative Services team and supports senior leaders through proactive calendar management, travel coordination, meeting governance, communications support, and operational administration.\nWhile supporting assigned leaders and leadership teams, the Executive Coordinator also provides administrative support across Global Medical teams in India, Japan, and China through a flexible, service-oriented support model. The role partners closely with administrative colleagues across Cambridge, Vienna, Zurich, and other locations to ensure consistent service delivery, effective workload management, and seamless support for Global Medical priorities.\nThe Executive Coordinator partners with stakeholders across a highly matrixed global environment and maintains the highest standards of professionalism, confidentiality, compliance, and customer service. The role embraces modern ways of working and leverages AI-enabled and digital tools to improve efficiency, quality, and the employee experience.\nKEY ACCOUNTABILITIES\nA) Executive & Leadership Support\nServe as a trusted administrative partner to assigned senior leaders, developing a strong understanding of leadership priorities, preferences, stakeholders, and ways of working.\nManage complex executive calendars, including prioritization, conflict resolution, meeting planning, and proactive protection of leadership time.\nCoordinate meetings across multiple functions, regions, and time zones.\nArrange complex domestic and international travel, including itinerary planning and contingency management when needed.\nPrepare and reconcile travel expense reports in accordance with company policies and processes.\nPrepare leaders for key meetings by coordinating materials, stakeholder inputs, scheduling requirements, and logistical details.\nAnticipate upcoming needs, deadlines, scheduling conflicts, and operational risks, taking proactive action or escalating issues as appropriate.\nServe as a trusted point of contact for internal and external stakeholders, handling sensitive information with professionalism, discretion, and sound judgment.\nB) Administrative & Operational Support\nProvide comprehensive administrative and operational support to assigned senior leaders and leadership teams.\nSupport Global Medical teams in India, Japan, and China through a flexible administrative services model, partnering with leaders and employees to provide timely and effective support.\nServe as a primary point of contact for assigned Global Medical leaders and teams, coordinating administrative services and operational activities.\nCoordinate leadership priorities across functions and regions to ensure alignment of meetings, communications, and follow-up activities.\nMaintain distribution lists, shared mailboxes, shared sites, organizational charts, team resources, and document repositories.\nSupport onboarding and offboarding activities, including access requests, equipment coordination, onboarding schedules, organizational information, and key resources.\nCoordinate expense reporting and related administrative activities in accordance with company policies.\nSupport office operations and employee experience activities, including office supply coordination, workspace requests, team recognition activities, and local administrative processes.\nMaintain organized systems for executive information, meeting materials, correspondence, action items, and administrative records.\nC) Governance, Communications & Events\nCoordinate leadership meetings, governance forums, business reviews, town halls, off-sites, and team meetings.\nCoordinate agendas, pre-reads, meeting materials, conference rooms, technology support, logistics, action tracking, and follow-up activities.\nCoordinate executive communications, meeting materials, correspondence, and meeting summaries, ensuring accuracy, consistency, and professionalism.\nMaintain governance calendars, recurring meeting schedules, action logs, and relevant documentation.\nPlan and execute meetings, workshops, and events, including logistics, registration management, venue coordination, materials preparation, and post-event follow-up.\nPartner with Human Resources, Communications, Workplace Experience, and other business functions to support employee engagement and culture initiatives.\nD) Project & Process Coordination\nCoordinate small to mid-sized administrative and operational projects on behalf of assigned leaders.\nMaintain trackers, timelines, action logs, and stakeholder follow-up for leadership priorities and recurring deliverables.\nSupport project and operational initiatives through meeting coordination, action tracking, timeline management, and stakeholder follow-up.\nUtilize established administrative playbooks, templates, and standard operating procedures to ensure consistent and efficient support delivery.\nIdentify opportunities to improve administrative processes and communicate recommendations to leadership and team management.\nComplete assigned activities within established timelines and communicate status, risks, and dependencies appropriately.\nE) AI, Digital & Continuous Improvement\nUtilize Microsoft 365 Copilot and other approved AI-enabled tools to improve productivity, organization, meeting preparation, communication drafting, and information management.\nUse Outlook, Teams, Excel, Word, PowerPoint, SharePoint, OneDrive, Loop, Forms, and other approved collaboration technologies effectively to support executive and team activities.\nLeverage established templates, tools, and administrative processes to support efficient, consistent, and high-quality service delivery.\nIdentify opportunities to improve administrative efficiency through the effective use of approved digital tools and automation capabilities.\nMaintain awareness of emerging digital tools and features and apply them appropriately to improve individual productivity and administrative effectiveness.\nPromote responsible AI use by protecting confidential information, exercising sound judgment, and adhering to applicable privacy, security, compliance, and data protection requirements.\nF) Flexibility, Coverage & Teaming\nOperate as part of a global administrative services team, providing support across leaders, functions, and regions based on business priorities, workload demands, and coverage needs.\nCollaborate closely with administrative colleagues across Cambridge, Zurich, Vienna, Bengaluru, and other Global Medical locations to ensure consistent service delivery and seamless support.\nProvide backup coverage during absences, peak workload periods, organizational changes, and business-critical activities.\nAdapt quickly to evolving priorities while maintaining high levels of service, responsiveness, and professionalism.\nPerform a blend of executive support, administrative services, and operational coordination responsibilities as business needs evolve.\nCORE ELEMENTS RELATED TO THIS ROLE\nExecutive support excellence and proactive leadership partnership.\nStrong operational and organizational effectiveness.\nDigital and AI-enabled ways of working.\nProfessional judgment and confidentiality.\nAgility and adaptability in a global, matrixed environment.\nCommitment to continuous improvement and service excellence.\nEDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS\nRequired\n8+ years of progressive executive support, executive coordination, or administrative leadership experience.\n3+ years supporting Vice President-level leaders or equivalent senior executives.\nDemonstrated experience supporting senior leaders within a complex global and matrixed organization.\nDemonstrated expertise in complex calendar management, international travel coordination, executive meeting management, governance support, and leadership-team operations.\nStrong organizational and time-management skills, with the ability to manage competing priorities, complex logistics, and confidential matters.\nExcellent written and verbal communication skills.\nProven ability to build trusted relationships with senior leaders and stakeholders.\nHigh level of judgment, discretion, professionalism, and integrity when handling sensitive information.\nStrong problem-solving skills with the ability to anticipate needs and proactively address challenges.\nAbility to operate independently and exercise sound judgment with minimal direction.\nAbility to build trusted working relationships and coordinate effectively across cultures, functions, regions, and organizational boundaries.\nAdvanced proficiency in Microsoft 365 applications and collaboration tools.\nDemonstrated ability to leverage AI-enabled productivity tools to improve effectiveness and efficiency.\nPreferred\n10+ years of executive support or executive coordination experience.\nExperience supporting Global Leadership Team members, Vice Presidents, or equivalent executives.\nExperience supporting leaders in healthcare, biotechnology, pharmaceutical, or life sciences organizations.\nExperience coordinating complex global governance forums, executive meetings, off-sites, and leadership events.\nExperience supporting leaders and teams across Asia-Pacific regions, including India and China.\nBachelor's degree or equivalent combination of education and relevant professional experience.\nLanguages\nFluent English required.\nAdditional Asian language capabilities beneficial but not required.\nADDITIONAL INFORMATION\nPercentage of travel: Minimal, typically less than 5%.\nThis role is part of the Global Medical Administrative Services team and operates within a flexible global support model.\nThe role provides dedicated support to assigned senior leaders while also supporting Global Medical teams in India and China through a service-based administrative support model.\nSupport assignments and priorities may evolve based on business needs, organizational changes, workload demands, and leadership requirements.\nOccasional flexibility in working hours may be required to support global teams and activities across multiple time zones.\nAll work must be performed in accordance with Takeda policies, procedures, compliance requirements, and applicable legal and regulatory standards.\nThis position is currently classified as “hybrid” in accordance with Takeda’s Hybrid and Remote Work policy.\nLocations\nIND - BengaluruWorker Type\nEmployeeWorker Sub-Type\nRegularTime Type\nFull time","description_format":"text","description_chars":10953,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"English","level":"Advanced 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