Executive Assistant – GRA Marketed Products Development – Global Labeling and Advertising & Promotion

Executive Assistant – GRA Marketed Products Development – Global Labeling and Advertising & Promotion

Requirements

• Minimum of 5 years of administrative experience supporting one or more individuals with exceptional project management skills
• Self-motivated, self-starter with the ability to work independently and in a team with a flexible mindset
• Strong interpersonal skills combined with cultural sensitivity
• Effective communication with individuals at all levels of the organization comfortable presenting to small and large groups
• Professional English essential
• Focus in accuracy and strong attention to detail
• Ability to multi-task, be flexible and able to prioritize efficiently
• Must be able to handle confidential information and issues effectively
• Strong computer literacy with intermediate skills in Microsoft Outlook, Word, Excel, PowerPoint, MS Teams and AI
• Ability to develop slides
• Strong organizational skills
• Ability to problem-solve, negotiate solutions, think strategically, and operate in a fast-paced environment
• Ability to prioritize under pressure while managing multiple tasks of varied complexity and criticality simultaneously
• Be an active ambassador and driver for an engaging culture; build trust and productive relationships with team members and stakeholders across organization
• Willingness to provide and receive constructive feedback

Responsibilities

• Performs all work and makes decisions with minimal supervision and/or instructions
• Communicates in a clear, professional and articulate manner; able to communicate complex information/data in a simple manner both orally and written
• Actively manage calendars of, but not limited to, a manager and/or staff, including liaising with support staff of senior leaders to facilitate interactions as needed
• Maintain distribution lists, full-time employees (FTEs) and contractor lists, keeping data up to date and relevant
• Schedule and coordinates virtual, onsite and offsite meetings including, but not limited to, managing invitations, tracking responses, transportation, dining, budgets, etc., in accordance with manager and/or staff instructions and Company policy
• Interface and communicates with internal and external stakeholders; directs people to the appropriate resources
• Receive all visitors and handles all registration and/or scheduling for any onsite or offsite guests
• Prepare, process and reconcile invoices, purchase orders and accounts payables with minimal oversight and in accordance with Company policies
• Orders/maintains department supplies and equipment; arranges for equipment repair as needed
• Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc.
• Collaborates and provides necessary support for other administrative staff, when necessary
• Distributes correspondences from Health Authorities received by regulatory mail to the responsible GRLs
• Researches solutions and responds to email and phone inquiries with minimal guidance and review from manager and/or staff
• Collects, reviews, enters, and formats accurate data into spreadsheets, databases (including regulatory database and systems), and other electronic tools
• Prepares documentation for payment of vendors, consultants, and suppliers; after review by direct supervisor, submits documentation and enters requests for payments into accounting system. Responds to inquiries from accounts payable and payees
• Onboards new FTEs and contractors including, but not limited to, scheduling first meeting with key stakeholders, ensuring the new FTE / contractor is included in the relevant distribution lists and meetings etc.; Provides project support for events and meetings on-site and off-site including informal “meet and greet” sessions, and other high-visibility engagements
• Arranges travel for the team or department; completes expense reports in a timely manner
• Interface and communicates with internal and external customers; directs people to the appropriate resources
• Participate in maintenance of improvement processes; actively participates in self- and team audits and resulting process improvements
• Develop a strong network within the department; draws on network to answer questions, solve problems, and successfully execute responsibilities
• Demonstrate confidentiality in execution of all responsibilities
• Performs other duties as required

Preferred Qualifications

• Minimum of 2 years experience in pharmaceuticals, biotechnology or healthcare preferred
• Experience with Takeda’s systems and processes highly desirable