Executive Assistant to Regional President Eucan

vor 10 Stunden

Zurich, Schweiz Takeda Pharmaceutical Vollzeit

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, e.g Webex, MS teams, SharePoint, OneDrive
- English proficiency with strong preference for German due to location.

**Locations**:
Zurich, Switzerland

**Worker Type**:
Employee

**Worker Sub-Type**:
Regular

**Time Type**:
Full time

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