Executive Coordinator

Hybrid role based in Lexington, MA.

About the role

The Executive Coordinator’s primary role is to support the Global Head of EHSS by managing their calendar and activities to ensure maximum efficiency and value while assisting with administrative, finance, and operational functions.

Responsibilities

• Provide comprehensive administrative support and coordination to the Global Head of EHSS and their organization.
• Schedule meetings, calls, and other interactions based on the priorities of the leader and/or function.
• Support organizing large events (Team and Leadership).
• Manage specialty documents and correspondence, including meeting agendas, reports, emails, and presentations.
• Interface and communicate with internal and external customers; direct people to the appropriate resources.
• Understand the structure of the organization and develop a network across departments; draw on network to answer questions and accomplish responsibilities.
• Demonstrate confidentiality in execution of all responsibilities.
• Arrange travel and complete expense reports on time.
• Support Purchase Order (PO) process.
• Prepare documentation for payment of vendors, consultants, and suppliers; submit documentation and enter request for payments into accounting system; respond to inquiries from accounts payable and payees.
• Use appropriate tools for required work including Microsoft Outlook, Word, Excel, and PowerPoint to track, document, and report data.
• Research solutions and respond to email and phone inquiries with minimal input from direct supervisor; interact with all levels of employees throughout the company.
• Initiate, develop, and participate in improvement processes; participate in resulting process improvements.
• Own and execute onboarding process for new team joiners and internal transfers.

Requirements

• High school diploma/GED required. Associate degree or bachelor’s degree preferred.
• Minimum 8 years of relevant work experience or equivalent combination of training and experience.
• Some industry experience is preferred.
• Strong PC literacy with advanced skills in Microsoft Outlook, Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills.
• Ability to work efficiently and effectively to solve problems and manage competing priorities.
• Required knowledge of Takeda policies to support Global Head of EHSS.
• Demonstrate leadership, integrity, team orientation, flexibility, and innovation in collaborative projects.
• Develop and implement strategies, policies, and tactics; coordinate multiple and changing priorities rapidly and effectively.
• Manage within a matrixed organization and effectively influence and participate in teams at all levels of management.
• Problem-solving and decision-making skills; adapt to work priorities in response to multiple demands.
• Excellent working knowledge of technology tools to support Global Head of EHSS & leadership team.

Benefits

• 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.
• Medical, dental, and vision insurance.
• Short-term and long-term disability coverage.
• Basic life insurance.
• Paid volunteer time off.
• Company holidays.
• Well-being benefits.
• Up to 80 hours of sick time per calendar year.
• New hires eligible to accrue up to 120 hours of paid vacation.

Pay

For Location: Lexington, MA, the U.S. hourly wage range is $37.55 - $58.97. The actual hourly wage offered may depend on a variety of factors, including the qualifications of the individual applicant, 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. U.S.-based employees may be eligible for short-term incentives.

Schedule

Full time, non-exempt.