Executive Assistant IBU

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Job Description

The Future Begins Here

At Takeda, we are leading digital evolution and global transformation. By building innovative solutions and future-ready capabilities, we are meeting the need of patients, our people, and the planet.

Bengaluru, the city, which is India’s epicenter of Innovation, has been selected to be home to Takeda’s recently launched Innovation Capability Center. We invite you to join our digital transformation journey. In this role, you will have the opportunity to boost your skills and become the heart of an innovative engine that is contributing to global impact and improvement.  

At Takeda’s ICC we Unite in Diversity

Takeda is committed to creating an inclusive and collaborative workplace, where individuals are recognized for their backgrounds and abilities they bring to our company. We are continuously improving our collaborators journey in Takeda, and we welcome applications from all qualified candidates. Here, you will feel welcomed, respected, and valued as an important contributor to our diverse team

OBJECTIVES/PURPOSE:

The Executive Assistant (EA) enables IBU leaders and their leadership teams to operate at a high level of effectiveness by providing end-to-end executive support, business administration, and operational coordination.

This role sits within an IBU Executive Support & Administration pool and is expected to flex across leaders, teams, and priorities as business needs evolve (including during reorganizations, peak workload periods, and coverage requirements). The role requires a strong service mindset, excellent judgement, and the ability to execute both strategic coordination and hands-on administrative delivery.

The EA champions modern ways of working and leverages AI and digital tools to improve quality, speed, and consistency—while maintaining the highest standards of confidentiality, compliance, and professionalism

KEY ACCOUNTABILITIES:  

A) Executive & Leadership Team Support (Core EA responsibilities)

• Own complex calendar management for assigned IBU leader(s), including prioritization, conflict resolution, meeting choreography, and proactive time protection aligned to business objectives.
• Coordinate end-to-end meeting logistics (virtual/hybrid/in-person): invitations, agendas, pre-reads, action logs, follow-ups, decision capture, and timely archiving.
• Manage travel planning and changes (flights, hotels, ground transport, visas where needed), including contingency planning for disruptions and time-zone optimized itineraries.
• Prepare leaders for key meetings by consolidating materials, highlighting decisions/risks, and ensuring the right stakeholders are engaged.
• Act as a trusted liaison with internal/external stakeholders, handling sensitive matters with discretion and diplomacy.

B) Business Administration & Operational Support (for leaders and their teams)

• Provide day-to-day administrative support across the IBU leadership team and their teams as assigned; work allocation may change based on business priority and capacity across the EA pool.
• Support end-to-end operational administration activities such as:

requisitions / purchase orders vendor onboarding and tracking statement-of-work / contract routing support (in partnership with business owners and relevant functions) invoice tracking and resolution of queries maintenance of audit-ready documentation aligned to policy

• Coordinate expense and cost-tracking activities (e.g., travel/meeting spend), and support period-end activities (e.g., accrual support, reconciliation support) where required.
• Maintain distribution lists, shared folders/sites, and document/version control practices to ensure information is findable, current, and accessible to the right audiences.
• Support onboarding/offboarding processes for team members (access requests, equipment coordination, introductions, onboarding plans, org charts, and key resources).

C) Governance, Communications & Events

• Coordinate IBU governance cadences (e.g., leadership team meetings, business reviews, town halls, offsites), including annual calendar planning and cross-functional alignment.
• Support internal communications and stakeholder updates: draft or coordinate messages, reminders, action summaries, and leadership reports aligned with agreed communication standards.
• Plan and execute events and workshops ranging from small leadership sessions to large multi-participant meetings; manage registrations, venues, run-of-show, and post-event follow-up.
• Partner with Workplace/HR/Communications as needed to support site/culture initiatives and employee experience activities (as applicable).

D) Project & Process Coordination

• Coordinate small to mid-size projects on behalf of leaders (e.g., trackers, timelines, stakeholder coordination), ensuring milestones and deadlines are met.
• Identify process gaps and pain points; propose improvements and standard templates to increase consistency and reduce cycle time.
• Maintain operational dashboards/trackers (as appropriate) for recurring activities (governance actions, deliverables, approvals, vendor/contract milestones).

E) AI, Digital & Continuous Improvement (Essential requirement)

• Leverage AI-enabled productivity tools (e.g., Microsoft 365 Copilot and other approved tools) to draft communications, summarize meetings, synthesize information, and accelerate routine administrative work.
• Use advanced collaboration platforms (e.g., Teams, SharePoint, OneDrive, Loop or equivalents) and features such as transcription, summarization, and structured action capture to improve meeting outcomes.
• Automate and standardize repeatable workflows (where feasible) using approved digital solutions; develop playbooks/templates and share best practices across the EA pool.
• Model responsible AI use: protect confidential information, follow internal policies, apply human judgement, and maintain data privacy/security standards.

F) Flexibility, Coverage & Teaming

• Operate as part of an EA pool: provide backup coverage for other leaders/teams during peak periods, absences, and shifting priorities.
• Accept and execute a broad range of administrative and operational tasks with a service mindset; assignments may rotate over time to match IBU priorities and resource needs.
• Build strong working relationships with other EAs/administrators to ensure consistent service levels, shared standards, and seamless handovers.
• The EA is expected to perform a blend of executive support and business administration tasks; specific tasks and coverage assignments may change based on organizational needs and will be allocated by the IBU Leadership Team and or Human Resources.

CORE ELEMENTS RELATED TO THIS ROLE: 

• Digital transformation leadership: actively champions and accelerates adoption of AI-powered and digital solutions in executive support and business administration.
• High judgement and confidentiality: handles highly sensitive information with discretion and maturity.
• Proactive strategic support: anticipates leadership needs, prepares meetings in advance, and improves decision-making flow.
• Operational excellence: structured, reliable execution with strong attention to detail, even under pressure.
• Agility: thrives in ambiguity; pivots quickly across leaders/teams without loss of quality or professionalism.

Skills, Competencies & Behaviors:

Must-have competencies:

• Executive presence; strong interpersonal skills and diplomacy with senior stakeholders.
• Excellent prioritization, time management, and attention to detail in a fast-paced environment.
• Strong written and verbal communication; able to draft clear, concise leadership communications.
• Proactive, solutions-oriented mindset with a strong service orientation.
• Comfort with ambiguity and change; resilient under pressure.

AI & digital skills (essential)

• Demonstrated ability to use AI-powered productivity tools responsibly to improve efficiency and quality.
• Strong digital literacy and curiosity—quick to learn and adopt new tools; able to standardize and share best practices.
• Advanced proficiency in Microsoft 365 (or equivalent) and collaboration tools; effective use of meeting productivity features (transcription, summarization, action capture).

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS:

• Significant experience supporting senior leaders (e.g., VP level or equivalent) in an international, matrixed environment.
• Demonstrated experience in complex calendaring, travel, governance meeting coordination, and event logistics.
• Experience with business administration processes (procurement-to-pay, vendor coordination, invoice/expense workflows, documentation/archiving) strongly preferred.
• Project coordination capability (certification beneficial but not required).
• Education: bachelor’s degree preferred (or equivalent professional experience).

Languages

• Fluent English required; additional languages beneficial depending on location.

ADDITIONAL INFORMATION:

Operating Principles:

This job description reflects the general nature and level of work performed. It is not an exhaustive list of all responsibilities and may be adapted as business needs evolve. All work must be performed in accordance with company policies, SOPs, and applicable legal/regulatory requirements.

More about us:

At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. Takeda is a patient-focused company that will inspire and empower you to grow through life-changing work.

Certified as a Global Top Employer, Takeda offers stimulating careers, encourages innovation, and strives for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

Empowering our people to shine:

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment

BENEFITS: It is our priority to provide competitive compensation and a benefit package that bridges your personal life with your professional career.

Amongst our benefits are:

• Competitive Salary + Performance Annual Bonus
• Flexible work environment, including hybrid working
• Comprehensive Healthcare Insurance Plans for self, spouse, and children
• Group Term Life Insurance and Group Accident Insurance programs
• Employee Assistance Program
• Broad Variety of learning platforms
• Diversity, Equity, and Inclusion Programs
• Reimbursements – Home Internet & Mobile Phone
• Employee Referral Program
• Leaves – Paternity Leave (4 Weeks) , Maternity Leave (up to 26 weeks), Bereavement Leave (5 calendar days)

ABOUT ICC IN TAKEDA:

• Takeda is leading a digital revolution. We’re not just transforming our company; we’re improving the lives of millions of patients who rely on our medicines every day.
• As an organization, we are committed to our cloud-driven business transformation and believe the ICCs are the catalysts of change for our global organization.

#Li-Hybrid

Locations

IND - Bengaluru

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time