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Senior Administrative Assistant, Meetings and Travel Center of Excellence & Security Center of Excellence at Takeda Pharmaceuticals U.S.A., Inc in Cambridge, Massachusetts

Posted in General Business 28 days ago.

Type: Full-Time





Job Description:

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Job Description

OBJECTIVES/PURPOSE:


  • Supports (2) global executives under the Global Meetings and Travel Center of Excellence & Security Center of Excellence

  • When appropriate manages email and other correspondence for the executives, responding on behalf for the executives forwarding communications to appropriate staff to respond, or escalating to the executive as needed

  • Highly experienced in managing senior executive calendars and travel requirements (international travel booking experience is required)

  • Performs administrative duties and office support activities for the extended teams

  • Experience exercising discretion and confidentiality with sensitive company information.

ACCOUNTABILITIES:  


  • Schedules executive’s meetings, arranges meeting space and/or virtual meeting tools; develops staff meeting agendas and ensures that participants are prepared for the meetings; ensures that any follow-up actions resulting from the meeting are documented and completed.

  • Understands and anticipates the executive’s needs regarding preparation for and scheduling of activities; manages the executive’s calendar; schedules meetings, calls, and other interactions based on the priorities of the executive; arranges travel; completes expense reports in a timely manner.

  • Understands & anticipates the needs of the executive, has supported Meetings, Travel and / or Security in a global capacity.

  • Exercise judgement & decision making to be more effective. High emotional intelligence and maturity to make an impact on the overall team.

  • Arranges travel for the team or department; completes expense reports in a timely manner.

  • Collects, reviews, enters, and formats accurate data into spreadsheets, databases, and other electronic tools.

  • Interfaces and communicates with internal customers; directs people to the appropriate resources.

  • Researches solutions and responds to email and phone inquiries with guidance and review from direct supervisor.

  • Participates in maintenance of improvement processes; implements changes to improvement processes for direct responsibilities.

  • Develops a strong network within the department; draws on network to answer questions and successfully execute responsibilities.

  • Excellent organizational skills with an ability to think proactively and prioritize work.

  • Reviews documents and proofreads work for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards.

  • Coordinates documents and correspondence, including letters, reports, emails, presentations

DIMENSIONS AND ASPECTS:

Technical/Functional (Line) Expertise


  • Successful track record of supporting and assisting multiple “c” level roles.

  • Highly experienced in Microsoft Office, Word, Outlook, Power Point, SharePoint etc.

  • Strong business and financial acumen.

Leadership


  • Demonstrate strategic enterprise thinking to find innovative ways to serve the business in a way that centers on patients and builds trust, reputation, and our business.

  • Trusted partner who expresses and influences opinions by grounding them in recommendations that are best for the enterprise.

  • Creates an environment that inspires and enables people to move the organization forward.

  • Focuses on the few priorities that matter most and delivers superior results.

Interaction


  • Demonstrated abilities in project/program management and or event management.

  • Demonstrated abilities in Business Partnering with key stakeholders in highly complex organizations.

  • Leadership experience in (virtual) team management, governance models, and supplier management, both strategic and operational/day-to-day.

Innovation


  • Knowledge of current and emerging trends in international and virtual administrative support.

  • Creative and practical problem solver.

Complexity


  • Highly complex mix of stakeholders across multiple bus and/or countries who have both global and local agendas.

  • Highly regulated industry.

Locations

Cambridge, MA

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time