Management Assistant

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Job Description

At our heart we are committed colleagues. We offer interested people numerous opportunities and strongly believe in, and promote, diversity, equity, and inclusion. As a company we offer roles based on merit, welcoming candidates of any gender, age, religious belief, sexual orientation, race, color, ethnic or social origin, or disability.

Our team is growing and for this we need bright minds with creativity and flexibility – what talent do you have?

ROLE OBJECTIVES

• Responsible for the administrative and logistic support in order to facilitate the daily operation of the n+1 and department(s)
• Supports local procurement, processes and systems implementation and ensures compliance and alignment with SOP across departments.
• Increase the awareness and ownership of the local rules through all management assistants
• Ensures timely and effective resolution of any admin problems across departments; facilitates Takeda's ambition of ‘great place to work’.
• Proactively communicate with the Head of Business Operations to address administrative and process challenges, and contribute to enhancing organizational efficiency and cost reduction. 
• Responsible for the time schedule and efficiency at the reception

ACCOUNTABILITIES

Administrative and monitoring support

• Performs tasks at the request of the n+1 and assists him/her where possible
• Supports different managers/heads within their specific dedicated domain by inputting data, preparing presentations, letters, controlling data or figures, follow up of data, contracts, administrative support in projects,… according to specific guidelines
• Provides informative and administrative support to coworkers, visitors, clients etc.
• Performs different administrative tasks (follow-up tables, third party processes (MSA, TPRM, PO), validating invoices, ordering of materials etc.)
• Translates documents
• Writes reports of meetings
• Copies and classifies timely and accurately
• Follow up of Takeda mailboxes
• Follow up budget

Planning and organizing

• Organizes meetings (management meetings, internal events, business meetings etc.) and follows the document flow before and after a meeting according to set rules and procedures
• Books lunches etc. according to specific guidelines
• Participates in meetings

Internal and external communication

• Receives visitors and answers telephone calls
• Answers all sorts of questions of visitors or callers, refers the call to the right person
• Receives and distributes correspondence, classifies (confidential) correspondence timely and accurately
• Makes appointments

Reception

• Manages good functioning of the reception
• Receives visitors and answers telephone calls for the reception
• Supports daily facility tasks for the reception

Business Operations

• Is point of contact for other assistants for admin, procurement, legal, finance processes
• Project management
• Is an enabler of change management for new admin processes
• Represents the management assistants

DIMENSIONS AND ASPECTS

Takeda Leadership Behaviors  

• Demonstrates strategic enterprise thinking finding innovative ways to serve patients, and build trust, reputation, and business
• Creates the environment that inspires and enables people to move the organization forward
• Focuses on the few priorities and delivers superior results
• Elevates the capabilities of the organization for now and the future

Growth mindset

• Looks for the best opportunities in work to build skills that align with current and future development needs
• Actively seeks information and help from all levels of employees across the organization
• Reflects on work experiences and how to apply the lessons learned from past experiences into current and future work

Cross functional collaboration

• Ability to work effectively in cross functional and virtual teams
• Ability to work effectively in multi-disciplinary teams
• Establish credible and long-lasting professional relationships and has personal impact through engaging respectfully and professionally  

Results & Stakeholders oriented

• Can-do attitude
• Able to anticipate stakeholders needs and is accountable and responsible to create value for them

Strong communication skills

• Ability to manage challenging conversations and handle objections  
• Able to proactively interact and influence stakeholders to improve
• Effective listening skills
• Superior written and verbal communication skills

CAPABILTIES

Technical Expertise

• Bachelor or equivalent combination by education and experience
• Experience as a management assistant (in pharmaceutical industry) is an asset
• Good spoken and written communication skills
• Understanding of the activities and practices within the dedicated department(s)
• Fluent (written and spoken) in Dutch, French and English

Other key capabilities

• Planning and organization
• Flexibility
• Customer/Market minded
• Showing initiative
• Integrity/confidentiality
• Accuracy

Empowering our people to shine

At Takeda, we earn the trust of society and our customers through our values of Takeda-ism: Integrity, Fairness, Honesty, Perseverance. We incorporate these values in everything we do. They represent who we are and how we act. They help us make decisions that we can be proud of today and in the future. We enable our employees to develop their full potential. As a global top employer, we offer exciting career paths, promote innovation, and strive for top performance in everything we do. Takeda fosters an inclusive, collaborative, and international work environment where our teams are united by their relentless commitment to our goal of improving people's health and creating a better future for the world.

Diversity, Equality, and Inclusion

Takeda is committed to foster diversity, equality, and inclusion. Hiring decisions are based entirely on qualifications and are made regardless of gender, ethnic origin, religion, sexual orientation, age, or disability.

If you are interested in this opportunity, we look forward to receiving your application via our online tool!

Learn more at  takedajobs.com

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