Executive Coordinator

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Job Description

OBJECTIVES/PURPOSE

The Executive Coordinator enables Global Medical leaders and teams to operate at a high level of effectiveness by providing executive support, operational coordination, and administrative services.

This role is part of the Global Medical Administrative Services team and supports senior leaders through proactive calendar management, travel coordination, meeting governance, communications support, and operational administration.

While supporting assigned leaders and leadership teams, the Executive Coordinator also provides administrative support across Global Medical teams in India, Japan, and China through a flexible, service-oriented support model. The role partners closely with administrative colleagues across Cambridge, Vienna, Zurich, and other locations to ensure consistent service delivery, effective workload management, and seamless support for Global Medical priorities.

The Executive Coordinator partners with stakeholders across a highly matrixed global environment and maintains the highest standards of professionalism, confidentiality, compliance, and customer service. The role embraces modern ways of working and leverages AI-enabled and digital tools to improve efficiency, quality, and the employee experience.

KEY ACCOUNTABILITIES

A) Executive & Leadership Support

• Serve as a trusted administrative partner to assigned senior leaders, developing a strong understanding of leadership priorities, preferences, stakeholders, and ways of working.
• Manage complex executive calendars, including prioritization, conflict resolution, meeting planning, and proactive protection of leadership time.
• Coordinate meetings across multiple functions, regions, and time zones.
• Arrange complex domestic and international travel, including itinerary planning and contingency management when needed.
• Prepare and reconcile travel expense reports in accordance with company policies and processes.
• Prepare leaders for key meetings by coordinating materials, stakeholder inputs, scheduling requirements, and logistical details.
• Anticipate upcoming needs, deadlines, scheduling conflicts, and operational risks, taking proactive action or escalating issues as appropriate.
• Serve as a trusted point of contact for internal and external stakeholders, handling sensitive information with professionalism, discretion, and sound judgment.

B) Administrative & Operational Support

• Provide comprehensive administrative and operational support to assigned senior leaders and leadership teams.
• Support Global Medical teams in India, Japan, and China through a flexible administrative services model, partnering with leaders and employees to provide timely and effective support.
• Serve as a primary point of contact for assigned Global Medical leaders and teams, coordinating administrative services and operational activities.
• Coordinate leadership priorities across functions and regions to ensure alignment of meetings, communications, and follow-up activities.
• Maintain distribution lists, shared mailboxes, shared sites, organizational charts, team resources, and document repositories.
• Support onboarding and offboarding activities, including access requests, equipment coordination, onboarding schedules, organizational information, and key resources.
• Coordinate expense reporting and related administrative activities in accordance with company policies.
• Support office operations and employee experience activities, including office supply coordination, workspace requests, team recognition activities, and local administrative processes.
• Maintain organized systems for executive information, meeting materials, correspondence, action items, and administrative records.

C) Governance, Communications & Events

• Coordinate leadership meetings, governance forums, business reviews, town halls, off-sites, and team meetings.
• Coordinate agendas, pre-reads, meeting materials, conference rooms, technology support, logistics, action tracking, and follow-up activities.
• Coordinate executive communications, meeting materials, correspondence, and meeting summaries, ensuring accuracy, consistency, and professionalism.
• Maintain governance calendars, recurring meeting schedules, action logs, and relevant documentation.
• Plan and execute meetings, workshops, and events, including logistics, registration management, venue coordination, materials preparation, and post-event follow-up.
• Partner with Human Resources, Communications, Workplace Experience, and other business functions to support employee engagement and culture initiatives.

D) Project & Process Coordination

• Coordinate small to mid-sized administrative and operational projects on behalf of assigned leaders.
• Maintain trackers, timelines, action logs, and stakeholder follow-up for leadership priorities and recurring deliverables.
• Support project and operational initiatives through meeting coordination, action tracking, timeline management, and stakeholder follow-up.
• Utilize established administrative playbooks, templates, and standard operating procedures to ensure consistent and efficient support delivery.
• Identify opportunities to improve administrative processes and communicate recommendations to leadership and team management.
• Complete assigned activities within established timelines and communicate status, risks, and dependencies appropriately.

E) AI, Digital & Continuous Improvement

• Utilize Microsoft 365 Copilot and other approved AI-enabled tools to improve productivity, organization, meeting preparation, communication drafting, and information management.
• Use Outlook, Teams, Excel, Word, PowerPoint, SharePoint, OneDrive, Loop, Forms, and other approved collaboration technologies effectively to support executive and team activities.
• Leverage established templates, tools, and administrative processes to support efficient, consistent, and high-quality service delivery.
• Identify opportunities to improve administrative efficiency through the effective use of approved digital tools and automation capabilities.
• Maintain awareness of emerging digital tools and features and apply them appropriately to improve individual productivity and administrative effectiveness.
• Promote responsible AI use by protecting confidential information, exercising sound judgment, and adhering to applicable privacy, security, compliance, and data protection requirements.

F) Flexibility, Coverage & Teaming

• Operate as part of a global administrative services team, providing support across leaders, functions, and regions based on business priorities, workload demands, and coverage needs.
• Collaborate closely with administrative colleagues across Cambridge, Zurich, Vienna, Bengaluru, and other Global Medical locations to ensure consistent service delivery and seamless support.
• Provide backup coverage during absences, peak workload periods, organizational changes, and business-critical activities.
• Adapt quickly to evolving priorities while maintaining high levels of service, responsiveness, and professionalism.
• Perform a blend of executive support, administrative services, and operational coordination responsibilities as business needs evolve.

CORE ELEMENTS RELATED TO THIS ROLE

• Executive support excellence and proactive leadership partnership.
• Strong operational and organizational effectiveness.
• Digital and AI-enabled ways of working.
• Professional judgment and confidentiality.
• Agility and adaptability in a global, matrixed environment.
• Commitment to continuous improvement and service excellence.

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS

Required

• 8+ years of progressive executive support, executive coordination, or administrative leadership experience.
• 3+ years supporting Vice President-level leaders or equivalent senior executives.
• Demonstrated experience supporting senior leaders within a complex global and matrixed organization.
• Demonstrated expertise in complex calendar management, international travel coordination, executive meeting management, governance support, and leadership-team operations.
• Strong organizational and time-management skills, with the ability to manage competing priorities, complex logistics, and confidential matters.
• Excellent written and verbal communication skills.
• Proven ability to build trusted relationships with senior leaders and stakeholders.
• High level of judgment, discretion, professionalism, and integrity when handling sensitive information.
• Strong problem-solving skills with the ability to anticipate needs and proactively address challenges.
• Ability to operate independently and exercise sound judgment with minimal direction.
• Ability to build trusted working relationships and coordinate effectively across cultures, functions, regions, and organizational boundaries.
• Advanced proficiency in Microsoft 365 applications and collaboration tools.
• Demonstrated ability to leverage AI-enabled productivity tools to improve effectiveness and efficiency.

Preferred

• 10+ years of executive support or executive coordination experience.
• Experience supporting Global Leadership Team members, Vice Presidents, or equivalent executives.
• Experience supporting leaders in healthcare, biotechnology, pharmaceutical, or life sciences organizations.
• Experience coordinating complex global governance forums, executive meetings, off-sites, and leadership events.
• Experience supporting leaders and teams across Asia-Pacific regions, including India and China.
• Bachelor's degree or equivalent combination of education and relevant professional experience.

Languages

• Fluent English required.
• Additional Asian language capabilities beneficial but not required.

ADDITIONAL INFORMATION

• Percentage of travel: Minimal, typically less than 5%.
• This role is part of the Global Medical Administrative Services team and operates within a flexible global support model.
• The role provides dedicated support to assigned senior leaders while also supporting Global Medical teams in India and China through a service-based administrative support model.
• Support assignments and priorities may evolve based on business needs, organizational changes, workload demands, and leadership requirements.
• Occasional flexibility in working hours may be required to support global teams and activities across multiple time zones.
• All work must be performed in accordance with Takeda policies, procedures, compliance requirements, and applicable legal and regulatory standards.

This position is currently classified as “hybrid” in accordance with Takeda’s Hybrid and Remote Work policy.

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