HITACHI ENERGY HOLDINGS LTD
Executive Assistant - maternity cover(m/w/x)
Vollzeitnur vor OrtSenior
Zürich
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TATakeda Pharmaceuticals International AG
Executive Assistant & Site Lead, Zurich(m/w/x)
VollzeitVor OrtSenior
Nejo KI-Zusammenfassung
Executive administrative support for Head of Enterprise Process Platforms, managing complex calendars and meeting coordination. 8-10 years executive-level administrative experience in global corporations required. Onsite support in Zurich, hybrid work model.
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Anforderungen
- 8–10 years executive-level administrative experience
- Experience in large, complex, global corporations
- Bachelor’s degree in business administration, office administration, communications, or equivalent
- Based in Zurich, onsite support ability
- Excellent verbal and written communication skills
- Fluency in English
- German fluency strongly preferred
- Ability to handle confidential information with discretion
- Strong judgment and discretion
- Confidence to respectfully say no to senior leaders
- Strong stakeholder management skills
- Strong interpersonal skills
- Ability to build trusted relationships at all levels
- Ability to coordinate across functions
- Ability to manage multiple complex, concurrent priorities
- Highly proactive, resourceful, and solution-oriented
- Ability to anticipate needs and solve problems
- Strong organizational skills
- Complex domestic and international travel planning
- Associated meeting planning
- Advanced proficiency in Microsoft Outlook
- Advanced proficiency in Microsoft Word
- Advanced proficiency in Microsoft Excel
- Advanced proficiency in Microsoft PowerPoint
- Change readiness
- Ability to adapt quickly to shifting priorities
- Willingness to flex working arrangements
- Meeting facilitation ability is an advantage
- Familiarity with Zurich venues, vendors, and site practices is a plus
Aufgaben
- Provide dedicated executive administrative support to the Head of Enterprise Process Platforms
- Manage a complex, frequently changing executive calendar, prioritizing commitments and resolving conflicts
- Coordinate meetings end-to-end, preparing and circulating agendas
- Ensure the leader is fully prepared for meetings
- Facilitate or lead meetings on behalf of the leader when appropriate
- Draft, review, and coordinate executive-level communications
- Communicate professionally with Takeda Executive Team members and senior leaders
- Build and maintain strong working relationships across DD&T and the enterprise
- Act as a trusted point of contact for the leader’s office
- Organize complex domestic and international travel and associated logistics
- Align multi-party groups and external partners for travel arrangements
- Partner with central meeting planning teams on larger trips, meetings, and events
- Ensure submission and completion of leader expenses with the central expense management role
- Prepare and coordinate documents, correspondence, reports, and presentations
- Collect, review, enter, and format accurate data using Microsoft Office Suite
- Ensure materials adhere to corporate and organizational standards
- Prepare documentation for payment of vendors, consultants, and suppliers
- Submit and track payment requests and purchase orders
- Respond to vendor payment inquiries
- Handle highly confidential and sensitive information with discretion
- Exercise strong, independent judgment and respectfully challenge requests when necessary
- Anticipate the leader’s needs and resolve problems proactively
- Participate in process improvement initiatives
- Build a strong internal network to solve problems and execute responsibilities
- Provide guidance and support to junior administrative staff
- Aid the broader administrative team as needed
- Serve as the local DD&T site support resource for visiting DD&T Leadership Team members
- Identify and book appropriate rooms for DD&T LT meetings
- Confirm room suitability for meetings, including technology requirements
- Coordinate with local workplace, facilities, reception, security, and AV teams
- Support onsite readiness before meetings, including room setup and issue escalation
- Serve as the local point of contact for site-specific logistical questions
- Arrange catering for DD&T LT meetings, including working lunches and refreshments
- Confirm dietary requirements, timing, and cleanup expectations for catering
- Coordinate with approved onsite catering providers and local site teams
- Ensure catering plans align with meeting agendas and executive expectations
- Escalate issues promptly regarding catering or room readiness
- Make restaurant reservations for DD&T LT dinners and executive gatherings
- Recommend appropriate local venues for business meals
- Coordinate reservation details, timing, and attendee count with venues
- Support approved offsite reservations connected to DD&T LT activities
- Provide local guidance on practical needs such as site navigation and visitor access
- Partner with central meeting planning teams on local execution details for larger meetings and events
- Support local arrangements for meetings, including room layouts and signage
- Provide practical site knowledge to central meeting planning teams
- Validate that onsite logistics align with meeting agendas and executive expectations
- Coordinate with functional partners while avoiding duplication of work
Berufserfahrung
8 - 10 Jahre
Ausbildung
Bachelor-Abschluss
Sprachen
Englisch – fließend
Deutsch – ist ein Plus
Tools & Technologien
Microsoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPoint
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Zur Originalanzeige bei Takeda Pharmaceuticals International AGÜber das Unternehmen
TA
PharmaceuticalsZürich
Takeda is a global top employer committed to improving people's health and creating a better future for the world through its values of Integrity, Fairness, Honesty, and Perseverance.
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