Executive Assistant

Takeda Pharma AG in Zürich seeks an Executive Assistant to provide high-level administrative and coordination support to two senior global leaders in a full-time, on-site role.

The company is looking for a professional to assist two senior executives by managing their schedules, coordinating complex projects and events, and handling confidential administrative tasks with discretion.

Responsibilities

• Deliver comprehensive executive assistance to the Head of Global MSAT and the Head of Global Commercial Quality.
• Manage calendars, arrange international travel, prepare meeting materials, and process expense reports.
• Organize leadership forums and offsite events, including agenda creation, note-taking, and tracking follow-up actions.
• Handle daily operational tasks such as purchase orders, invoices, document drafting, and routine reporting.
• Maintain internal communication channels, including SharePoint sites, org charts, and distribution lists.
• Facilitate onboarding and offboarding processes, workspace setup, and other routine needs for the leadership team.
• Collaborate with global teams and internal partners to coordinate activities and solve administrative challenges.
• Ensure strict confidentiality when handling sensitive information and take on additional administrative projects as needed.

Requirements

• At least five years of experience supporting senior leaders, ideally at the VP level or equivalent, within an international matrixed organization.
• Strong background in managing complex calendars, coordinating international travel, supporting governance, and organizing events.
• Fluent command of the English language.
• Advanced skills in Microsoft 365 and digital collaboration platforms.
• Ability to use AI-enabled productivity tools responsibly and effectively.

Nice to have

• Experience with procurement-to-pay processes, vendor management, invoicing, expense handling, and controlled documentation.
• A formal project management certification.
• A bachelor’s degree or equivalent professional experience.
• Proficiency in additional languages.