Executive Assistant & Site Lead / Executive Assistant & Site Lead

Join Our Digital Transformation Journey at Takeda

At Takeda, the Data, Digital & Technology (DD&T) organization is at the forefront of driving our digital strategy and evolution. We are transforming our capabilities, structures, and processes to better serve our patients, people, and the planet.

Zurich is a vital global hub for Takeda and plays a significant role within our DD&T organization. We invite you to become part of our digital transformation journey, where you will have the opportunity to enhance your skills and contribute to a forward-thinking organization with a global impact.

Position Summary

This is a dual-mandate role within Takeda's DD&T organization, based in Zurich, Switzerland. Reporting to the Enterprise Process Platforms organization, the successful candidate will fulfill two complementary roles:

• Executive Assistant to the Head of Enterprise Process Platforms: Providing dedicated, high-quality executive administrative support to the leader of the organization, with full administrative accountability for that leader.
• DD&T Site Lead for Zurich: Acting as the local DD&T Leadership Team (LT) site support resource when DD&T LT members travel to Zurich, ensuring a consistent, professional, and executive-ready onsite experience.

The Zurich Site Lead role focuses on site-specific logistics and local coordination for DD&T LT activities in Zurich; it does not include administrative ownership for other LT members. This position is based in Zurich.

Key Responsibilities

Executive Assistant to the Head of Enterprise Process Platforms

• Provide dedicated executive administrative support, demonstrating discretion, judgment, and executive presence while interacting with Takeda Executive Team (TET) members.
• Manage complex executive calendars, prioritizing commitments, resolving conflicts, and protecting time against competing demands.
• Coordinate meetings end-to-end, prepare and circulate agendas, coordinate pre-reads, and ensure the leader is fully prepared.
• Facilitate or lead meetings on behalf of the leader where appropriate.
• Draft and coordinate executive-level communications professionally with TET members and senior leaders.
• Build and maintain strong working relationships across DD&T and the broader enterprise, acting as a trusted point of contact for the leader’s office.
• Organize complex domestic and international travel logistics, collaborating with internal teams and occasionally external partners.
• Oversee the submission and completion of leader expenses in collaboration with DD&T central expense management.
• Prepare documents, correspondence, reports, and presentations using Microsoft Office tools, ensuring adherence to corporate standards.
• Manage vendor payments, submitting and tracking payment requests and purchase orders.
• Handle highly confidential information with discretion and exercise strong judgment.
• Anticipate the leader’s needs and proactively resolve issues before they escalate.
• Participate in process improvement and foster a strong internal network for effective execution of responsibilities.
• Guide and support junior administrative staff to enhance team capabilities.

DD&T Zurich Site Lead (Local Hub Support)

• Serve as the local DD&T site support resource during DD&T Leadership Team visits to Zurich.
• Manage site logistics, including identifying and booking appropriate meeting rooms and ensuring their readiness.
• Coordinate catering for DD&T LT meetings, confirming requirements and aligning with the meeting agenda.
• Make restaurant reservations for dinners and business meals tied to DD&T LT travel.
• Support local arrangements for larger meetings and events, coordinating with central meeting planning teams.

Experience & Education

• 8-10 years of experience supporting senior executives in a large global organization.
• Bachelor's degree in Business Administration, Office Administration, Communications, or a related field.
• Must be based in Zurich and provide onsite support.

Skills & Competencies

• Exceptional executive communication skills; fluent English required, German preferred.
• High discretion in managing confidential information.
• Strong judgment and confidence in managing senior stakeholders.
• Excellent relationship-building and stakeholder management skills.
• Proven ability to manage competing priorities.
• Proactive, resourceful, and solution-oriented.
• Strong organizational skills, particularly in travel and meeting planning.
• Advanced Microsoft Office proficiency (Outlook, Word, Excel, PowerPoint).
• Flexibility and adaptability for working across global time zones.
• Meeting facilitation skills and knowledge of Zurich are a plus.

How to Apply

Apply online using the form below. Please note that only applications matching the job profile will be considered.