Executive Assistant International; Regulatory Affairs

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Job Description

About this role:

The Executive Administrative Assistant sits within International Regulatory Affairs, part of Global Regulatory Affairs, and provides high-level executive and administrative support to the Head International Regulatory Affairs and the International RA Leadership Team. By managing the leader's agenda, communications, travel, meetings and administrative processes with accuracy and discretion, the role enables the leadership team to focus on regulatory strategy and delivery across the international markets. The role acts as a trusted point of contact for internal and external stakeholders and ensures business continuity for the leader's office.

How you will contribute:

Executive and Leadership Support

• Provide high-level executive support to the Head International Regulatory Affairs and the International RA Leadership Team, including complex calendar management across time zones, prioritisation of requests, meeting preparation, correspondence, briefing materials and business continuity support.
• Act as first point of contact for the Head's office; research solutions and respond to email and phone inquiries with input from the supervisor, and direct internal and external stakeholders to the appropriate resources.
• Handle confidential, sensitive and business-critical information with integrity, discretion and a high degree of reliability at all times.

Correspondence, Documents and Data

• Coordinate documents and correspondence, including letters, reports, emails, presentations and memos.
• Review and proofread documents for grammar, spelling, accuracy, consistency of terms and completeness; ensure text and graphics adhere to corporate and organisational guidelines and standards.
• Collect, review, enter and format accurate data in spreadsheets, databases and other electronic tools; use AI tools and the Microsoft 365 suite to track, document and report data and to maintain team web pages.

Travel, Expenses and Finance Administration

• Arrange complex multi-leg international and domestic travel, including accommodation, visas, transfers, detailed itineraries and travel expense reports, in compliance with Takeda policies and internal processes for the line manager and department.
• Prepare documentation for payment of vendors, consultants and suppliers; submit documentation and enter payment requests into the accounting system; respond to inquiries from accounts payable and payees.

Meetings, Events and Stakeholder Network

• Support the team and department with the planning and coordination of meetings and events, including logistics, catering arrangements and on-site support as required.
• Develop a strong network within the department and across GRA; draw on this network to answer questions, solve problems and execute responsibilities successfully.

Continuous Improvement

• Participate in the development and maintenance of process improvements; actively take part in self- and team audits and the resulting improvement actions.
• Perform other duties as required.

Preferred Qualifications:

• Excellent organisational, planning and time-management skills, with the ability to manage multiple competing priorities under pressure.
• High level of discretion, integrity and professionalism when handling confidential information.
• Proactive, service-oriented mindset with sound judgement and the ability to work independently as well as part of a team.
• Excellent verbal and written communication skills; collaborates effectively across cultures in a global, matrixed organisation.
• Embraces change and new ways of working, including digital and AI-enabled tools.
• High school diploma or equivalent required; associate degree or commercial/administrative apprenticeship preferred.
• Minimum of 8 years of relevant work experience, or an equivalent combination of training and experience, ideally supporting senior executives in an international environment.
• Strong PC literacy with advanced skills in Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Fluency in English, written and spoken; German is an advantage.
• Minimal travel as required for the work, primarily for meetings.

Locations

Zurich, Switzerland

Base Salary Range:

CHF90,200.00 - CHF124,080.00

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.

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time