Executive Assistant & Site Lead, Zurich

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Job Description

At Takeda, the Data, Digital & Technology (DD&T) organization is driving our digital strategy and evolution by transforming our capabilities, structures and processes to meet the needs of patients, our people, and the planet.

Zurich is one of Takeda’s key global hubs and an important location for our DD&T organization. We invite you to join our digital transformation journey, where you will have the opportunity to grow your skills and become part of an innovative organization contributing to global impact and improvement.

Takeda is committed to creating an inclusive and collaborative workplace, where individuals are recognized for their backgrounds and the abilities they bring to our company. We are continuously improving our colleagues’ journey at 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.

Position Summary

This is a dual-mandate role within Takeda’s Data, Digital & Technology (DD&T) organization, based in Zurich, Switzerland. Reporting into the Enterprise Process Platforms organization, the successful candidate will serve in two complementary capacities:

• 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 — serving 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 responsibility focuses on site-specific logistics and local coordination for DD&T LT activity in Zurich; it does not include assuming administrative ownership for other LT members. This role is based in Zurich.

Executive Assistant to the Head of Enterprise Process Platforms

Provide dedicated executive administrative support to the Head of Enterprise Process Platforms, operating with the discretion, judgment, and executive presence required to support a senior DD&T leader and to interact effectively with Takeda Executive Team (TET) members.

• Calendar and schedule management: Proactively own and manage a complex, frequently changing executive calendar – prioritizing commitments, resolving conflicts, and protecting time against competing demands.

• Meeting coordination and agenda preparation: Coordinate meetings end-to-end, prepare and circulate agendas, coordinate pre-reads, and ensure the leader is fully prepared.

• Meeting facilitation: Where appropriate, facilitate or lead meetings on behalf of the leader.

• Executive communications: Draft, review, and coordinate executive-level communications, and communicate clearly and professionally with TET members, senior leaders, and their assistants on behalf of the leader.

• Stakeholder management: Build and maintain strong working relationships across DD&T, the broader enterprise, and external partners, acting as a trusted point of contact for the leader’s office.

• Travel and event logistics: Organize complex domestic and international travel and associated logistics – including multi-party alignment across internal groups and, at times, external or industry partners – and partner with central meeting planning teams on larger trips, meetings, and events.

• Expenses coordination: Work with DD&T central expense management role to ensure appropriate submission and completion of leader expenses

• Documents, presentations, and data: Where appropriate, prepare and coordinate documents, correspondence, reports, and presentations; collect, review, enter, and format accurate data using Microsoft Outlook, Word, Excel, and PowerPoint; and ensure materials adhere to corporate and organizational standards.

• Vendor and payment support: Prepare documentation for payment of vendors, consultants, and suppliers; submit and track payment requests and purchase orders and respond to related inquiries.

• Confidentiality, judgment and discretion: Handle highly confidential and sensitive information with the utmost discretion at all times and exercise strong, independent judgment – including the confidence to respectfully challenge or decline a request from a senior leader or TET member when it is in the best interest of the leader’s priorities.

• Proactivity and problem solving: Anticipate the leader’s needs, identify issues early, and resolve problems proactively before they escalate.

• Continuous improvement and network: Participate in process improvement and build a strong internal network to answer questions, solve problems, and execute responsibilities effectively.

• Junior and team administrative support: Provide guidance and support to junior administrative staff, enhancing team capabilities, and aid the broader administrative team as needed to ensure seamless DD&T senior leader support

• Perform other related duties as required.

DD&T Zurich Site Lead (Local Hub Support)

Serve as the local DD&T site support resource and point of contact when DD&T Leadership Team (LT) members travel to Zurich. This responsibility is focused on site-specific logistics and local coordination – creating a consistent, high-quality experience for visiting DD&T LT members.

A. Site Logistics and Meeting Room Coordination

• Identify and book appropriate rooms for DD&T LT meetings based on attendee size, confidentiality, meeting type, executive experience, and technology requirements.

• Confirm room suitability – seating capacity, executive readiness, configuration, hybrid meeting capability, and proximity to relevant office areas.

• Coordinate with local workplace, facilities, reception, security, ETSS, CTSS, and AV teams as needed.

• Support onsite readiness before meetings begin – room access, setup, supplies, and escalation of facilities or technology issues.

• Serve as the local point of contact for site-specific logistical questions related to DD&T LT visits.

B. Catering and Hospitality Support

• Arrange catering for DD&T LT meetings, including working lunches, refreshments, and coffee service.

• Confirm dietary requirements, timing, delivery location, setup, and cleanup expectations.

• Coordinate with approved onsite catering providers and local site teams.

• Ensure catering plans align with the agenda, meeting flow, and executive-level expectations.

• Escalate issues promptly when catering, hospitality, or room readiness may impact the attendee experience.

C. Local Reservations and Offsite Needs

• Make restaurant reservations for DD&T LT dinners, small executive gatherings, and business meals connected to DD&T LT travel.

• Recommend appropriate local venues based on audience, purpose, location, accessibility, timing, and executive expectations.

• Coordinate reservation details, timing, attendee count, and dietary considerations with venues.

• Support approved offsite reservations connected to DD&T LT activities, keeping the primary scope on onsite hub support.

• Provide local guidance on practical needs – site navigation, arrival logistics, and visitor access.

D. DD&T LT Meeting and Event Support

• Partner with central meeting planning teams on local execution details for larger DD&T LT meetings, offsites, and leadership sessions held in Zurich.

• Support local arrangements – room layouts, furniture setup, catering coordination, visitor access, signage, AV needs, and site readiness.

• Provide practical site knowledge to central meeting planning teams, including room recommendations, local constraints, vendor considerations, and escalation contacts.

• Help validate that onsite logistics align with the meeting agenda, audience, confidentiality needs, and executive expectations.

• Coordinate with functional partners while avoiding duplication of work owned by central meeting planning or other accountable teams.

Experience and Education

• 8–10 years of executive-level administrative experience, ideally supporting senior executives or leaders.

• Experience within large, complex, global corporations.

• Bachelor’s degree in business administration, office administration, communications, or equivalent.

• Based in Zurich, with the ability to provide onsite support at the Zurich site.

Competencies and Skills

• Executive communication: Excellent verbal and written communication skills, including executive-level communications. Fluency in English is required; German is strongly preferred given the local Zurich coordination scope.

• Confidentiality: Proven ability to handle highly confidential and sensitive information with discretion.

• Judgment and discretion: Strong judgment and discretion, including the confidence to respectfully say no to senior leaders – including TET members – when appropriate.

• Stakeholder management: Strong stakeholder management and interpersonal skills, with the ability to build trusted relationships at all levels.

• Cross-functional coordination: Ability to coordinate across functions and manage multiple complex, concurrent priorities.

• Proactivity: Highly proactive, resourceful, and solution-oriented, with the ability to anticipate needs and solve problems before they escalate.

• Organization and travel planning: Strong organizational skills, including complex domestic and international travel and associated meeting planning.

• Technology: Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

• Adaptability: Change readiness and the ability to adapt quickly to shifting priorities.

• Flexibility: Willingness to flex working arrangements to accommodate collaboration and meetings across global time zones, including US time zones.

• Meeting facilitation: The ability to facilitate or lead meetings is an advantage.

• Local knowledge: Familiarity with Zurich venues, vendors, and site practices is a plus.

Locations

Zurich, Switzerland

Base Salary Range:

CHF90,200.00 - CHF124,080.00

For information about our benefits, please click here.

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time