Executive Assistant
Apply NowCompany: Takeda
Location: New York, NY 10025
Description:
As Executive Assistant to the Chief Architect & SVP, you will be responsible for providing an exceptional standard of support. You will work autonomously and efficiently, anticipating the leaders needs and connecting the dots behind the scenes. We are looking for a candidate that is highly energetic, organized, flexible, and is used to working in a fast, and at times high pressure environment with numerous conflicting priorities. The ideal candidate needs to be a self-starter and can prioritize competing demands while keeping the Chief Architect and her chief of staff informed and aware.
Primary Responsibilities
- Organization of complex calendar management using high level of integrity, managing across senior business partners, dispersed locations and differing time zones. Managing long-term calendar views of critical meetings and events.
- Meet regularly with the Chief Architect to actively flag and solve calendar constraints such as identifying delegates, ensuring read-ahead materials are provided when required, appropriate attendees are included in invites, and conflicts are resolved.
- Arranging meeting rooms, video and audio conferencing as well as coordinating team meetings, activities and other events.
- Booking complex international travel itinerary with knowledge of travel booking tools, preferred vendors and associated policies.
- Ensuring timely preparation and processing of expense reports; tracking and processing of invoices; review expenses submitted to leader and highlight any out of policy spend.
- Organizing new starters first days, workstation, PCs, stationery, and all HR/PeopleSoft administration. Helping to co-ordinate recruitment and development activities.
- Assisting with timekeeping and payroll duties, organization charts and completing cost-centre reconciliations
- In conjunction with other Executive Assistants, organize and coordinate activities associated with Town Halls, Senior Management visits, and other employee-related activities and events.
- Support of ad hoc special project which may be confidential and sensitive in nature.
- Support Employee Engagement initiatives, team updates and other Cross Platform related projects as needed. Managing general follow-up and generating reminders to effectively meet deadlines and commitments
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com .
To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .
Required Skills & Experience
- 5+ years experience as an Executive Assistant to a VP level or above
- Extensive experience in calendar management, meeting arrangement, etc.
- Experience preparing materials ahead of time for meetings, deadlines, etc.
- Experience in booking complex travel using internal corporate travel programs
- Proficiency in tools not limited to Concur Expense Management, Ariba Buyer, eHR, Payroll, BrassRing, and the IT Service Catalog
- Ability to work in a complex, fast-moving environment while adhering to tight deadlines and with strong attention to detail.
- Strong maturity with ability to effectively prioritize VP office responsibilities.
- Ability to work under minimal direction, manage multiple priorities, make sound decisions, and maintain discretion and confidentiality of sensitive information.
- Team player who is dependable and enthusiastic.
- Strong PC skills in MS Office applications (e.g. Word, PowerPoint, Excel) and Outlook (may work with VPs email).
- Excellent communication skills, both written and oral
- Strong interpersonal, influencing, and collaborating skills.
- Demonstrated ability to take the initiative to spot problems before they arise, find solutions, and provide timely follow-through
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.
Primary Responsibilities
- Organization of complex calendar management using high level of integrity, managing across senior business partners, dispersed locations and differing time zones. Managing long-term calendar views of critical meetings and events.
- Meet regularly with the Chief Architect to actively flag and solve calendar constraints such as identifying delegates, ensuring read-ahead materials are provided when required, appropriate attendees are included in invites, and conflicts are resolved.
- Arranging meeting rooms, video and audio conferencing as well as coordinating team meetings, activities and other events.
- Booking complex international travel itinerary with knowledge of travel booking tools, preferred vendors and associated policies.
- Ensuring timely preparation and processing of expense reports; tracking and processing of invoices; review expenses submitted to leader and highlight any out of policy spend.
- Organizing new starters first days, workstation, PCs, stationery, and all HR/PeopleSoft administration. Helping to co-ordinate recruitment and development activities.
- Assisting with timekeeping and payroll duties, organization charts and completing cost-centre reconciliations
- In conjunction with other Executive Assistants, organize and coordinate activities associated with Town Halls, Senior Management visits, and other employee-related activities and events.
- Support of ad hoc special project which may be confidential and sensitive in nature.
- Support Employee Engagement initiatives, team updates and other Cross Platform related projects as needed. Managing general follow-up and generating reminders to effectively meet deadlines and commitments
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com .
To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .
Required Skills & Experience
- 5+ years experience as an Executive Assistant to a VP level or above
- Extensive experience in calendar management, meeting arrangement, etc.
- Experience preparing materials ahead of time for meetings, deadlines, etc.
- Experience in booking complex travel using internal corporate travel programs
- Proficiency in tools not limited to Concur Expense Management, Ariba Buyer, eHR, Payroll, BrassRing, and the IT Service Catalog
- Ability to work in a complex, fast-moving environment while adhering to tight deadlines and with strong attention to detail.
- Strong maturity with ability to effectively prioritize VP office responsibilities.
- Ability to work under minimal direction, manage multiple priorities, make sound decisions, and maintain discretion and confidentiality of sensitive information.
- Team player who is dependable and enthusiastic.
- Strong PC skills in MS Office applications (e.g. Word, PowerPoint, Excel) and Outlook (may work with VPs email).
- Excellent communication skills, both written and oral
- Strong interpersonal, influencing, and collaborating skills.
- Demonstrated ability to take the initiative to spot problems before they arise, find solutions, and provide timely follow-through
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.