Executive Coordinator

Overview

The Executive Coordinator enables Global Medical leaders and teams to operate effectively by providing executive support, operational coordination, and administrative services, while also supporting Global Medical teams in India, Japan, and China through a flexible, service-oriented model.

What you'll do

• Serve as a trusted administrative partner to assigned senior leaders, developing an understanding of their priorities, preferences, stakeholders, and ways of working.
• Manage complex executive calendars, including prioritization, conflict resolution, meeting planning, and proactive protection of leadership time.
• Coordinate meetings across multiple functions, regions, and time zones.
• Arrange complex domestic and international travel, including itinerary planning and contingency management when needed.
• Prepare and reconcile travel expense reports in accordance with company policies and processes.
• Prepare leaders for key meetings by coordinating materials, stakeholder inputs, scheduling requirements, and logistical details.
• Anticipate upcoming needs, deadlines, scheduling conflicts, and operational risks, taking proactive action or escalating issues as appropriate.
• Serve as a trusted point of contact for internal and external stakeholders, handling sensitive information with professionalism, discretion, and sound judgment.
• Provide comprehensive administrative and operational support to assigned senior leaders and leadership teams, including support for Global Medical teams in India, Japan, and China.
• Coordinate leadership priorities across functions and regions to ensure alignment of meetings, communications, and follow-up activities.
• Maintain distribution lists, shared mailboxes, shared sites, organizational charts, team resources, and document repositories.
• Support onboarding and offboarding activities, including access requests, equipment coordination, onboarding schedules, organizational information, and key resources.
• Coordinate expense reporting and related administrative activities in accordance with company policies.
• Support office operations and employee experience activities, including office supply coordination, workspace requests, team recognition activities, and local administrative processes.
• Maintain organized systems for executive information, meeting materials, correspondence, action items, and administrative records.
• Coordinate leadership meetings, governance forums, business reviews, town halls, off-sites, and team meetings, including agendas, pre-reads, materials, logistics, action tracking, and follow-up.
• Coordinate executive communications, meeting materials, correspondence, and meeting summaries, ensuring accuracy, consistency, and professionalism.
• Maintain governance calendars, recurring meeting schedules, action logs, and relevant documentation.
• Plan and execute meetings, workshops, and events, including logistics, registration management, venue coordination, materials preparation, and post-event follow-up.
• Partner with Human Resources, Communications, Workplace Experience, and other business functions to support employee engagement and culture initiatives.
• Coordinate small to mid-sized administrative and operational projects on behalf of assigned leaders, maintaining trackers, timelines, action logs, and stakeholder follow-up.
• Utilize established administrative playbooks, templates, and standard operating procedures to ensure consistent and efficient support delivery.
• Identify opportunities to improve administrative processes and communicate recommendations to leadership and team management.
• Utilize Microsoft 365 Copilot and other approved AI-enabled tools, along with Outlook, Teams, Excel, Word, PowerPoint, SharePoint, OneDrive, Loop, Forms, and other approved collaboration technologies, to improve productivity and service delivery.
• Promote responsible AI use by protecting confidential information and adhering to applicable privacy, security, compliance, and data protection requirements.
• Operate as part of a global administrative services team, providing backup coverage during absences, peak workload periods, organizational changes, and business-critical activities.
• Collaborate closely with administrative colleagues across Cambridge, Zurich, Vienna, Bengaluru, and other Global Medical locations.

What you'll need

• 8+ years of progressive executive support, executive coordination, or administrative leadership experience.
• 3+ years supporting Vice President-level leaders or equivalent senior executives.
• Demonstrated experience supporting senior leaders within a complex global and matrixed organization.
• Demonstrated expertise in complex calendar management, international travel coordination, executive meeting management, governance support, and leadership-team operations.
• Strong organizational and time-management skills, with the ability to manage competing priorities, complex logistics, and confidential matters.
• Excellent written and verbal communication skills.
• Proven ability to build trusted relationships with senior leaders and stakeholders.
• High level of judgment, discretion, professionalism, and integrity when handling sensitive information.
• Strong problem-solving skills with the ability to anticipate needs and proactively address challenges.
• Ability to operate independently and exercise sound judgment with minimal direction.
• Ability to build trusted working relationships and coordinate effectively across cultures, functions, regions, and organizational boundaries.
• Advanced proficiency in Microsoft 365 applications and collaboration tools.
• Demonstrated ability to leverage AI-enabled productivity tools to improve effectiveness and efficiency.
• Fluent English.

Nice to have

• 10+ years of executive support or executive coordination experience.
• Experience supporting Global Leadership Team members, Vice Presidents, or equivalent executives.
• Experience supporting leaders in healthcare, biotechnology, pharmaceutical, or life sciences organizations.
• Experience coordinating complex global governance forums, executive meetings, off-sites, and leadership events.
• Experience supporting leaders and teams across Asia-Pacific regions, including India and China.
• Bachelor's degree or equivalent combination of education and relevant professional experience.
• Additional Asian language capabilities.

Details

• Location: Bengaluru, India.
• Work mode: Hybrid, in accordance with Takeda's Hybrid and Remote Work policy.
• Employment type: Full time, Regular employee.
• Travel: Minimal, typically less than 5%.
• Occasional flexibility in working hours may be required to support global teams across multiple time zones.