Executive Assistant

Position Summary

This Executive Assistant role is within Takeda’s Data, Digital & Technology (DD&T) organization, based in Mexico City, Mexico. Reporting into the DD&T USBU and OBU organization, the successful candidate will provide dedicated, high-quality executive administrative support to the leader of the organization, with full administrative accountability for that leader.

Key Responsibilities

Required Responsibilities

• Calendar and schedule management: Proactively own and manage a complex, frequently changing executive calendar – prioritizing commitments, resolving conflicts, and protecting time against competing demands.
• Executive communications: Draft, review, and coordinate executive-level communications, and communicate clearly and professionally with TET members, senior leaders, and their assistants on behalf of the leader.
• Travel and event logistics: Organize complex domestic and international travel and associated logistics – including multi-party alignment across internal groups and, at times, external or industry partners – and partner with central meeting planning teams on larger trips, meetings, and events.
• Expenses coordination: Work with DD&T central expense management role to ensure appropriate submission and completion of leader expenses.
• Stakeholder management: Build and maintain strong working relationships across DD&T, the broader enterprise, and external partners, acting as a trusted point of contact for the leader’s office.
• Confidentiality, judgment and discretion: Handle highly confidential and sensitive information with the utmost discretion at all times and exercise strong, independent judgment – including the confidence to respectfully challenge or decline a request from a senior leader or TET member when it is in the best interest of the leader’s priorities.
• Proactivity and problem solving: Anticipate the leader’s needs, identify issues early, and resolve problems proactively before they accelerate.

Preferred Responsibilities

• Meeting coordination and agenda preparation: Coordinate meetings end-to-end, prepare and circulate agendas, coordinate pre-reads, and ensure the leader is fully prepared.
• Meeting facilitation: Where appropriate, facilitate or lead meetings on behalf of the leader.
• Documents, presentations, and data: Where appropriate, prepare and coordinate documents, correspondence, reports, and presentations; collect, review, enter, and format accurate data using Microsoft Outlook, Word, Excel, and PowerPoint; and ensure materials adhere to corporate and organizational standards.
• Vendor and payment support: Prepare documentation for payment of vendors, consultants, and suppliers; submit and track payment requests and purchase orders and respond to related inquiries.
• Continuous improvement and network: Participate in process improvement and build a strong internal network to answer questions, solve problems, and execute responsibilities effectively.
• Junior and team administrative support: Provide guidance and support to junior administrative staff, enhancing team capabilities, and aid the broader administrative team as needed to ensure seamless DD&T senior leader support.
• Perform other related duties as required.

Education, Experience, Competencies & Skills

Experience and Education

• 8–10 years of executive-level administrative experience, ideally supporting senior executives or leaders.
• Experience within large, complex, global corporations.
• Bachelor’s degree in business administration, office administration, communications, or equivalent.

Required Competencies and Skills

• Executive communication: Excellent verbal and written communication skills, including executive-level communications.
• Fluency in English is required.
• Confidentiality: Proven ability to handle highly confidential and sensitive information with discretion.
• Proactivity: Highly proactive, resourceful, and solution-oriented, with the ability to anticipate needs and solve problems before they escape.
• Organization and travel planning: Strong organizational skills, including complex domestic and international travel and associated meeting planning.
• Technology: Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Flexibility: Willingness to flex working arrangements to accommodate collaboration and meetings across global time zones, including US time zones.

Preferred Competencies and Skills

• Judgment and discretion: Strong judgment and discretion, including the confidence to respectfully say no to senior leaders – including TET members – when appropriate.
• Stakeholder management: Strong stakeholder management and interpersonal skills, with the ability to build trusted relationships at all levels.
• Cross-functional coordination: Ability to coordinate across functions and manage multiple complex, concurrent priorities.
• Adaptability: Change readiness and the ability to adapt quickly to shifting priorities.
• Meeting facilitation: The ability to facilitate or lead meetings is an advantage.

Locations

MEX - Santa Fe

Worker Type

Employee

Sub-Type

Regular Time

Type

Full time

Takeda is an equal opportunity employer.