Executive Assistant to Regional President EUCAN
Takeda
Zurich, Switzerland
vor 3 Tg.

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Job Description

The Executive Assistant will support the President’s office performing administrative tasks, extensive calendaring, booking travel, handling logistics, organizing events and electronic system maintenance.

You will be a liaison role and act as a partnership between the President, the EUCAN Leadership team, Takeda Executive Team and other Global executives.

In addition you will be responsible for managing office / floor planning requests and directing office culture in alignment with HR and Communication.

You will also need to ensure daily tasks comply with underlying Global / EUCAN policies, SOPs and guidelines, archiving of audit relevant documentation.

As an Executive Assistant you are also continuously scouting new efficient ways of working / best-practice implementation from outside and striving for best-in-class.

ACCOUNTABILITIES :

  • Managing and handling the EUCAN Presidents admin office and providing comprehensive administrative support, including complex logistics, independently and on basis of different working styles (in-office / remote), in an agile, competent and mature manner, considering the Executives preferences, in line with common efficient working practices, Takeda digital means, and current Global and regional policies, SOPs, guidelines.
  • Harmonizing calendar activities with set EUCAN objectives / priorities ensuring flawless business continuity, in-line with the Executive’s preferences and EUCAN cultural behaviours.
  • Act as a sounding board between the Executive and his leadership team, representing the Executives admin office in line with Takeda Leadership behaviours, actively listening, occasionally provide strategic counsel.
  • Act as the first point of contact for many incoming information / presentations, that require coordination / chaneling to diverse stakeholders across the organization, sensitively handling of highly-exposed confidential material.
  • Ensuring proactive pre-processing / collection of meeting materials for the Executive.

  • Coordination and scheduling of EUCAN governance bodies in close collaboration with Strategy and Operations . Managing invites, agendas, pre-reads, archiving, and timely communication with presenters and Executive team.
  • Joining executive meetings virtually and in hybrid formats.

  • Independent coordination of EUCAN events calendar involving other relevant stakeholders, updating data, initiate correspondence, archiving and timely circulation.
  • Establish a partnership with GPD office in Boston, coordinate GPD meetings managing requests and potential GPD President visits.
  • Managing requests, filling corporate sponsored calendar, coordinate Zurich meetings.

  • Proactive planning and coordination of important governance meetings of 60 up to 350 participants based on different meeting styles (virtual / hybrid / F2F)
  • Active contribution in TPIZ Admin Core team
  • Other important special assigned projects
  • WHAT WE ARE LOOKING FOR :

  • Bachelor’s degree, Certificate accredited office manager beneficial
  • Significant experience working as Executive Assistant for senior-level Executives, Vice presidents or equivalent
  • Modern, agile and positive working attitude
  • Ability to engage and influence with a competent and customer-friendly / diplomatic
  • communication style at all levels of the organization.
  • Able to deal with ambiguity and change
  • Demonstrates professionalism under stress and the ability to prioritize effectively.
  • Very structured ways of working and attention for details.
  • Must be able to work in a fast paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
  • Someone who is solution oriented with focus on outcomes
  • Must be able to handle confidential information and issues effectively and without breech of
  • Must be able to handle confidential information and issues effectively and without breech of Confidentiality
  • Good knowledge of project coordinative / project management skills
  • Profound knowledge of MS Office, and various Takeda IT technologies , Webex, MS teams, SharePoint, OneDrive
  • English proficiency with strong preference for German due to location.
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