Executive Coordinator

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Job Description

OBJECTIVES/PURPOSE

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

The role serves as a trusted administrative partner who develops a strong understanding of leadership priorities, preferences, stakeholders, and operating rhythms. The Executive Coordinator proactively manages complex calendars, travel, expenses, meetings, communications, leadership-team activities, and executive priorities.

The role anticipates needs, exercises sound judgment, and coordinates work across a highly matrixed global environment while maintaining the highest standards of confidentiality, professionalism, and service.

The Executive Coordinator embraces modern ways of working and leverages AI-enabled and digital tools to strengthen executive effectiveness, administrative quality, and operational efficiency.

 

KEY ACCOUNTABILITIES

 

A) Executive & Leadership Team Support

• Serve as a trusted administrative partner to assigned senior leaders, developing a detailed understanding of their priorities, preferences, stakeholders, and ways of working.
• Manage complex executive calendars, resolve conflicts, prioritize competing demands, and protect leadership time in alignment with business priorities.
• Coordinate meetings across functions, regions, time zones, and external organizations.
• Arrange complex domestic and international travel, including flights, accommodations, ground transportation, detailed itineraries, and contingency planning.
• Prepare, reconcile, and track travel expense reports for assigned leaders in accordance with applicable 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 key point of contact for internal and external stakeholders, representing the executive office with professionalism, judgment, and discretion.

B) Administrative & Operational Support

• Provide comprehensive administrative and operational support to assigned senior leaders and their leadership teams.
• Coordinate leadership priorities across functions and regions, ensuring meetings, materials, communications, and follow-up activities remain aligned.
• Maintain organized systems for executive information, meeting materials, correspondence, open actions, and administrative records.
• Manage confidential documents, executive information, correspondence, and sensitive matters while maintaining the highest standards of integrity and confidentiality.
• Support onboarding and offboarding activities for leadership-team members, including access, equipment, introductions, organizational information, and relevant resources.
• Maintain relevant distribution lists, team sites, shared resources, organizational charts, and leadership-team information.
• Coordinate appropriate handoffs and continuity of critical support during planned absences or periods of competing demand.

C) Governance, Communications & Events

• Organize and support executive meetings, leadership-team meetings, governance forums, business reviews, off-sites, town halls, and other leadership events.
• Coordinate agendas, pre-reads, presentations, meeting materials, conference rooms, catering, technology, on-site logistics, action tracking, and follow-up activities.
• Coordinate, proofread, format, and distribute executive communications, meeting materials, correspondence, and meeting summaries to support leadership activities.
• Maintain governance calendars, recurring meeting schedules, action logs, and relevant leadership-team documentation.
• Coordinate with internal and external stakeholders to support effective communication and timely execution of leadership priorities.
• Plan and coordinate meetings and events involving senior leaders, global stakeholders, and external participants.

D) Project & Process Coordination

• Coordinate small to mid-size administrative and operational projects on behalf of assigned leaders.
• Maintain trackers, timelines, action logs, and stakeholder follow-up for leadership priorities and recurring deliverables.
• Identify process gaps and recommend practical improvements to executive-support workflows, templates, documentation, and ways of working.
• Support the implementation and adoption of administrative standards, playbooks, templates, and best practices established by the Global Medical Administrative Services team.
• Identify opportunities to improve administrative processes and communicate recommendations to leadership and team management.
• Share administrative best practices and provide informal guidance or mentorship to administrative colleagues where appropriate.

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

• Provide dedicated, comprehensive support to assigned senior leaders while operating as part of the broader Global Medical Administrative Services team.
• Collaborate with administrative colleagues to ensure continuity during absences, peak workload periods, leadership transitions, and business-critical activities.
• Provide backup coverage when required while preserving priority support for assigned leaders.
• Build strong working relationships with administrative colleagues across Cambridge, Zurich, Vienna, Bengaluru, and other Global Medical locations.
• Adapt to changes in leadership assignments, organizational priorities, and business needs while maintaining high-quality executive support.

 

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.
• 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, General Managers, 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 large-scale leadership events.
• Experience leading process improvements, administrative best practices, or operational initiatives.
• Experience mentoring or providing guidance to administrative professionals.
• Bachelor's degree or equivalent combination of education and relevant professional experience.

Languages

• Fluent English required.
• Additional languages beneficial.

 

ADDITIONAL INFORMATION

• Percentage of travel: Minimal, typically less than 5%.
• This role provides dedicated, comprehensive support to assigned senior leaders and directly performs the full range of applicable executive-support responsibilities.
• Leadership assignments may change as the organization and its priorities evolve.
• The Executive Coordinator may provide informal guidance or mentorship to other administrative team members.
• Occasional flexibility in working hours may be required to support global leaders and activities across multiple time zones.
• All work must be performed in accordance with company 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.

Takeda Compensation and Benefits Summary

For Location:

USA - MA - Cambridge - Kendall Square - 500

U.S. Hourly Wage Range:

$37.55 - $58.97

The estimated hourly wage range reflects an anticipated range for this position. The actual hourly wage 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. The actual hourly wage offered will be in accordance with state or local minimum wage requirements for the job location. 

For information about our benefits, please click here.

EEO Statement

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.

Locations

USA - MA - Cambridge - Kendall Square - 500

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time

Job Exempt

No

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