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Executive Assistant & Project Coordinator, Office of the President

Lexington, Massachusetts


Takeda fosters a collaborative and stimulating work environment filled with opportunity and the chance to make a difference in people's lives. It is a workplace driven by integrity, one of Takeda’s long-held values that extends to both the patients we serve and our employees who develop and deliver medicines. Across our company, Takeda employees bring together diverse strengths that together create a stronger whole.

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  • Since 1781, the values of Takeda-ism (Integrity, Fairness, Honesty, and Perseverance) have guided everything we do—from decision-making to interacting with patients.

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  • Our people-first mission extends beyond patients to include their families, communities, and our own Takeda family.

  • Our vision is of a world with accessible healthcare for all, where prevention measures are exponentially advanced and billions are freed of disease. Our approach is rooted in our patient-centricity and the creation of outstanding treatments that change people's lives. Building upon a foundation of sustainability, we are committed to contributing to the long-term health of people through disease prevention.

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Executive Assistant & Project Coordinator, Office of the President

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Job ID R0023044 Date posted 09/24/2020 Location Lexington, Massachusetts

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Job Description

Executive Assistant & Project Coordinator, Office of the President

Are you looking for a patient-focused company that will inspire you and support your career? If so, be empowered to take charge of your future at Takeda. Join us as an Executive Assistant & Project Coordinator, Office of the President in our Cambridge, MA and Lexington, MA office.

Here, everyone matters and you will be a vital contributor to our inspiring, bold mission. As an Executive Assistant & Project Coordinator, Office of the President working on the Strategy & Planning team, you will be responsible for providing administrative support to Office of the President, and a typical day will include:


  • Understands and anticipates the executive needs regarding preparation for and scheduling of activities. Timely email and calendar management, including responding to all meeting invitations, independently resolving conflicts, clearing calendar for travel/vacation time, notating all travel details for the Director, Office of the President

  • Assist in meeting planning, including printing meeting materials, providing daily summary of meeting activity for reference for Office of the President, including supporting the logistical planning and orchestration of all governance meetings and activities

  • Event and activity planning, including coordination and contract negotiation, both on- and off-site at local and remote locations

  • Meeting coordination including travel scheduling, WebEx hosting and facilitation, catering, audio-visual requirements, etc.

  • Assist with coordination of multiple meetings per year

  • Concur/Expense reporting for Office of the President in strict compliance with legislative and company travel, entertainment, and physician payment policy

  • Manage procurement activities (shopping carts, SOW, PO, invoices and accruals) for the Office of the President. Prepares documentation for payment of vendors.

  • Makes sound choices in ambiguous situations. Solves issues with reason and calm in times of crisis.

  • Manages the executive's email and other correspondence, responding on the behalf of the executive where appropriate. Forwarding communications to appropriate staff to respond or bringing the matter to the attention of the executive.

  • Interacts effectively with all levels throughout the company; works with the executive staff to ensure that business decisions are made in a timely fashion while balancing the executive's other responsibilities and commitments.

  • Consolidate and prepare corporate reports (eg, KPI and highlights) for the Director, Office of the President

  • Coordinate all global executive engagements with the USBU, including calendaring, logistical planning and support, preparation of materials, etc.

  • Partner with the broader team to provide administrative and operational guidance to team members (both new hires and existing staff)

  • Work with Director, Office of the President on smaller scale project management and coordination

  • Apply fluency in all Microsoft office applications (i.e. Excel and PowerPoint) to increase operational efficiency and team productivity

  • Serve as a reliable and trusted business partner – must have high integrity and strong understanding of policies and procedures

  • Manage and independently act on confidential and sensitive communications (emails, leadership meeting materials, etc.)

  • Provides assistance in maintaining compliance with regulatory and company policies and guidelines, including Standard Operating Procedures

  • May undertake assigned projects with limited supervision and complete work in a timely and detailed manner

  • Other tasks and responsibilities to support Office of the President and broader USBU team as needed


  • Advanced Internet/Intranet skills and proficiency in Microsoft Office (Outlook, Excel, PowerPoint and Word)

  • Experience with procurement and expense reporting platforms required, SAP preferred

  • Experience with leading and coordinating WebEx and conference call sessions

  • Experience in meeting planning, project support and event coordination

  • Experienced in travel planning (air, ground, lodging) for large groups and in various US-based and international metropolitan locations

  • Must have demonstrated ability to prioritize multiple projects/workflow and manage time efficiently in order to meet established timelines for multiple executives

  • Experienced in successfully completing tasks with minimal direction from manager and/or supervisor

  • Must be able to proactively improve processes, initiate projects and implement changes, as opportunities are identified

  • High school diploma or equivalent required

  • College coursework, associates, or bachelor’s degree preferred

  • Ability to travel to select meetings under the guidance of the Director, Office of the President

  • Minimum 5+ years’ experience supporting C-suite executives

  • A minimum of 2 years of project management support experience preferred

  • Experience working within a high paced fluid environment


  • Position to be based in Cambridge, MA AND Lexington, MA; expectation is that time will be spent in both locations based on needs of the Office of the President.  Must be comfortable working in either location.


  • 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

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Lexington, MA

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Full time

Job ID R0023044

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