Executive Coordinator

About the role

The Executive Coordinator provides high-level administrative support to their leader (VP or above) and leadership team, ensuring smooth and efficient operations within the organization.

Responsibilities

• Manage and maintain complex executive calendars and travel arrangements.
• Prepare, edit, and manage correspondence, presentations, reports, and other documents.
• Carry out research and compile data to support leader decision-making.
• Track expenses, process invoices, and assist with purchase orders.
• Serve as a role model and mentor to administrative colleagues, acting as an ambassador for ONE Research and demonstrating Takeda Leadership Behaviors.
• Organize and support leadership meetings, functional events, and workshops/offsites, inclusive of agenda and content preparation, note-taking (using AI tools), and logistics, with a focus on participant experience, under minimal supervision.
• Serve as an active member of the Research Community of Practice (CoP), contributing to Research-wide initiatives. Attend CoP meetings and actively support enterprise advancement by aligning with CoP processes.
• Act as a primary liaison between executives and internal/external stakeholders, ensuring timely and professional communication.
• Coordinate promotion cycle logistics for function; support employee development programs (e.g., trainings, promotions, etc.) logistics, including scheduling, materials, and record-keeping.
• Proactively identify opportunities to develop and standardize processes; bring forward best practices and functional knowledge to elevate capabilities of the team (e.g., sharing successful technology implementation and ideas for new processes or improvements, etc.).
• Manage onboarding, including workspace setup, orientation scheduling, and administrative support with an eye toward process optimization.
• Provide administrative support for special projects as required, working in partnership with other functional team members (not limited to leadership team members and Research Enablement Leads).

Qualifications

• A high school diploma/GED is required.
• An associate or bachelor’s degree is preferred.
• Clear, concise, and professional written and verbal communication skills.
• A strong ability to prioritize, multitask, work independently, and manage time effectively.
• Demonstrated discretion and integrity in handling sensitive information.
• The ability to remain flexible and efficient in a dynamic, fast-paced environment.
• Resourcefulness in anticipating needs and resolving issues effectively.
• Meticulous attention to detail in ensuring accuracy and quality in administrative tasks.
• Skilled interpersonal skills, building relationships and managing interactions diplomatically.
• A commitment to representing the organization with a positive and polished demeanor.
• A strong teamwork mindset and a desire to contribute to collective success.
• The ability to work effectively with global teams.
• Initiative in taking ownership of responsibilities and delivering impactful results.