Executive Assistant

1 week ago

Gurugram Haryana, India Takeda Pharmaceutical Full time

**Job Title: Executive Assistant**

**Mission**: Responsible for functional activities such as filing, distributing correspondence, and/or maintaining records and processing invoices. Operate basic computer software to ensure all necessary support processes are completed within deadlines, thereby promoting excellence in service and communication with stakeholders

**Purpose of the main job**
- To support the leadership
- To enhance operational efficiency by driving process optimization, follow robust processes complying with the respective framework and relevant SOPs in collaboration with cross-functional stakeholders

**Main responsibilities**
- The individual will be providing and ensuring Secretarial and Administrative support to the multiple business stakeholders
- The individual **must have**experience with **SAP, Concur, Ariba, Teams & Outlook Calendar and ERP tools**:

- Perform a variety of office management functions such as assisting in various projects, ordering budget items, renewing contracts, and preparing expense reports for the respective business leaders; oversee the maintenance of complex filing and record-keeping systems
- Responsible for all travel arrangements (Domestic and International) and coordinating logistics like visa, transport, hotels, etc. of respective Leaders through Takeda's designated agencies to comply with the travel policy
- Maintain timely concur claims management for respective Leaders
- Responsible for calendar management and documentation of internal and external meetings along with follow-up action. Review the minutes for future reference and business planning
- Support all aspects related to vendor management, invoicing, contract due diligence, ordering, and stock of materials, as required
- External & Internal conference management

**REQUIRED COMPETENCE**

**Required work experience related to the position**
- Minimum 5-6 years of relevant experience in Secretarial and Administrative roles
- Bachelor's degree
- Proven/stable performance records over the past 2-3 years

**Special requirements\ Skills \ Attributes**
- Planning, organization & detail orientation
- Problem-solving & Solution Orientation
- Customer focus & Result orientation
- Analytical, Communication, presentation & MIS Skills
- Ability to successfully multitask with team requirements
- Experience working in a diverse environment with the ability to identify and resolve conflicts

**Locations**: IND - Gurgaon

**Worker Type**: Employee

**Worker Sub-Type**: Regular

**Time Type**: Full time

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