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**Job Overview**:
The Executive Assistant will support the EUCAN Heads of Ethics & Compliance and Patient Value & Access and their teams performing administrative tasks, extensive calendaring, booking travel, handling logistics, organizing events and electronic system maintenance. The Executive Assistant is a liaison role and acts as a partnership between the E&C and PV&A Leaders and their teams within EUCAN and the global functions, the EUCAN Leadership team and other Global executives. 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.
**Key Responsibilities**:
- Managing and handling the E&C and PV&A 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 and Functional objectives/priorities ensuring flawless business continuity, in-line with the Executive’s preferences and Takeda 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/channeling 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 E&C and PV&A governance bodies and communities (e.g., EUCAN RECC) in close collaboration with the Leaders and their teams. Managing invites, agendas, pre-reads, archiving, and timely communication with presenters. Joining team meetings virtually and in hybrid formats.
- Establish a partnership with E&C and PV&A GPD offices, managing requests (e.g., Monthly TET reports), tracking and updating GPD 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)
- Support oversight and management of each team’s budget, including: inputs and updates to phasing, booking accruals, processing SOWs and POs, managing invoices and tracking spend, in coordination with Finance function.
- Plan, book and manage travel schedules and needs, and associated travel expense reporting
- Active contribution in TPIZ Admin Core team and backup to other Assistants
- Other important special assigned projects
**Education, Experience & Skills**:
- Bachelor’s degree, Certificate accredited office manager beneficial [or] 3-5 years of experience as an Executive Assistant within a sales/marketing organization supporting executive level customer
- 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
- Service minded and solution oriented with focus on outcomes
- Must be able to handle confidential information and issues effectively and without breach 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
