Executive Assistant

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Job Description

About the role:

Join us as our new Executive assistant and support two of our senior leaders. You will help your leaders by maintaining key tools and information channels, coordinating projects and events, and handling confidential matters with discretion and professionalism.

How you will contribute:

You will provide high-quality executive support to the Head of Global MSAT, and to the Head of Global Commercial Quality, enabling efficient and effective day-to-day operations. You are entitled to:

• Provide proactive administrative and coordination support to the Head of Global MSAT, and other GSQ senior leaders as assigned, including calendar management, meeting preparation, travel coordination, and expense processing.
• Plan and support meetings, leadership forums, and offsite events, including scheduling, agenda coordination, materials preparation, note taking, and follow-up actions where needed.
• Manage operational administrative activities such as purchase orders, invoices, distribution lists, document preparation, and routine reporting.
• Maintain team and department information channels, including SharePoint sites, organization charts, distribution lists, and shared materials to ensure information is current and accessible.
• Support onboarding and offboarding activities, workspace planning, and routine business needs for leadership team members and direct reports, as required.
• Work across global teams and with internal partners to coordinate activities, resolve administrative issues, and help deliver departmental priorities efficiently.
• Handle sensitive information with a high degree of confidentiality, professionalism, and sound judgment, while taking on additional administrative projects as assigned.

What you bring to Takeda:

• 5 year experience supporting senior leaders, preferably at VP level or equivalent, within an international, matrixed organisation.
• Proven expertise in complex calendar management, international travel coordination, governance support, and event logistics.
• Experience with procurement-to-pay activities, vendor management, invoicing, expense processes, and controlled documentation is highly desirable.
• Strong project coordination skills; formal project management certification is an advantage but not essential.
• Bachelor’s degree preferred, or equivalent professional experience.
• Fluency in English; additional languages are an advantage, depending on location.
• Strong executive presence, sound judgement, discretion, diplomacy, and interpersonal skills.
• Excellent organisational, prioritisation, communication, and attention-to-detail capabilities.
• A proactive, solution-oriented, and service-focused approach.
• Resilience and the ability to work effectively with ambiguity, change, and competing priorities.
• Demonstrated ability to use AI-enabled productivity tools responsibly and effectively.
• Advanced proficiency in Microsoft 365 and digital collaboration platforms.
• Curiosity and willingness to learn, adopt, and share new tools and ways of working.

Success in this role requires the ability to anticipate leadership needs, protect confidential information, enable effective decision-making, deliver operational excellence, and adapt quickly while maintaining high standards of quality and professionalism.

Locations

Zurich, Switzerland

Base Salary Range:

CHF90,200.00 - CHF124,080.00

For information about our benefits, please click here.

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time