Executive Assistant, Senior Support
Takeda · Lodz, Poland
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Job Description
As an Executive Assistant supporting the Leadership Team within Global Communications & Governance (GC&G), you will play a critical role in enabling effective day-to-day operations across a complex, global organization. You will provide high-quality administrative and operational support while building trusted relationships with senior leaders, colleagues, vendors, and partners across Takeda.
In addition to delivering excellent executive support, you will help advance an AI-forward culture within the administrative community. By identifying practical applications for AI-enabled productivity tools, sharing best practices, and helping colleagues build confidence and capability, you will contribute to more efficient ways of working and support Takeda’s purpose of bringing better health to people and a brighter future to the world.
How You Will Contribute:
- Provide proactive, organized, and high-quality administrative support to the Global Communications & Governance Leadership Team.
- Coordinate domestic and international travel arrangements, including itineraries, changes, and related logistics.
- Prepare and submit accurate travel and expense reports in Concur within established timelines.
- Manage complex calendars and coordinate meetings, calls, and appointments across multiple time zones.
- Create purchase requisitions in Ariba, monitor vendor and consultant payments, and communicate with external partners as needed.
- Facilitate effective communication and information sharing across team members and stakeholders.
- Coordinate meetings and events by reserving meeting rooms and event spaces, arranging catering, and supporting setup and closeout activities.
- Support onboarding activities for new team members and help them integrate smoothly into the team and organizational culture.
- Maintain an organized, welcoming, and professional office environment for colleagues and visitors.
- Serve as a liaison across departments and teams, promoting collaboration, connectivity, and knowledge sharing.
- Prepare, edit, track, and analyze documents and reports using Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Interface with internal and external customers, respond to inquiries, and direct individuals to the appropriate resources.
- Serve as a subject matter resource for AI-enabled productivity tools, including Microsoft Copilot, Cowork, and other approved solutions.
- Advise colleagues on practical AI use cases, responsible adoption, effective prompting, and productivity-enhancing workflows.
- Identify, pilot, and share AI-enabled approaches that improve administrative efficiency, meeting management, communications, information management, and executive support.
- Act as a primary point of contact for executive assistants seeking to build AI fluency through peer coaching, knowledge-sharing sessions, office hours, and practical demonstrations.
- Develop and maintain best-practice resources, prompt libraries, training materials, and standards that support the effective and responsible use of AI tools in alignment with company policies.
- Conduct independent research, resolve issues, and manage competing priorities with sound judgment and minimal supervision.
- Maintain confidentiality and exercise discretion when handling sensitive information.
Preferred Skills and Qualifications:
- High school diploma or GED required; an associate or bachelor’s degree is preferred.
- Minimum of five years of relevant administrative, executive support, or related experience, or an equivalent combination of education, training, and experience.
- Industry experience preferred.
- Ability to interact effectively with employees at all levels and build strong internal networks across departments to locate information, solve problems, and complete responsibilities effectively.
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Strong digital literacy and demonstrated experience using AI-enabled productivity tools such as Microsoft Copilot, Cowork, or similar platforms.
- Experience coordinating domestic and international travel and submitting expense reports using Concur or a comparable system.
- Demonstrated ability to manage complex scheduling requirements involving multiple senior stakeholders and time zones.
- Familiarity with Ariba or similar procurement systems, including requisition creation, payment tracking, and vendor or consultant communication.
- Strong data-entry, data-review, reporting, and analysis skills, with a high level of accuracy.
- Experience coordinating onsite and offsite meetings and events, including logistics, catering, setup, and closeout.
- Ability to mentor others, teach AI-enabled productivity skills, and document best practices to support broader adoption.
- Strong organizational, prioritization, and time-management skills, with the ability to multitask and adapt to changing priorities in a fast-paced environment.
- Strong attention to detail and the ability to work independently with minimal supervision while also contributing effectively as part of a team.
- Excellent verbal and written communication, interpersonal, research, and problem-solving skills.
- Demonstrated professionalism, patience, discretion, and sound judgment when handling challenging or confidential situations.
- Commitment to treating colleagues with respect and fostering an inclusive, collaborative workplace.
LocationsLodz, Poland
Base Salary Range:
zł85,300.00 - zł117,260.00
The estimated salary range reflects an anticipated range for this position. The actual base salary 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.
For information about our benefits, please click here.
Worker TypeEmployee
Worker Sub-TypeRegular
Time TypeFull time