IBU Executive Assistant, Japan based

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Job Description

Japan based IBU Executive Assistant will support Japan based IBU LT members- Head of Strategy & Transformation, and the Japan affairs of Head of Public Affairs and IBU President. The role provides comprehensive administrative support to the organization. This role plays a key part in ensuring efficient office operations by managing documentation, overseeing communications, and supporting a broad range of administrative activities. Through the effective management of these responsibilities, the position contributes to the overall productivity and effectiveness of the team.

How you will contribute:

• Produce and manage documents, ensuring accuracy and confidentiality
• Collect, record, sort, and file information systematically
• Handle mail, prepare routine reports, and make travel arrangements
• Arrange appointments and respond to inquiries professionally
• Perform data entry and operate office equipment efficiently
• Manage reception duties, including telephone/switchboard operations and greeting visitors
• Occasionally lead small project teams and provide informal guidance to junior staff

Skills and qualifications:

• 3+ years of executive assistant experience
• English proficiency: advanced business level
• Developing presentation skills, capable of creating and delivering basic presentations under minimal supervision
• Building experience in maintaining composure and politeness, increasingly able to handle professional duties with less guidance
• Developing a focus on details, identifying key details in tasks with minimal supervision
• Enhancing skills in organizing and prioritizing tasks, managing workload with occasional guidance
• Applying basic principles of time management in straightforward situations with minimal supervision
• Handling simple multitasking situations with reduced need for supervision
• Developing practical problem-solving skills, finding solutions to simple issues with minimal support
• Utilizing Executive Information Systems for basic functions with minimal supervision
• Managing routine telephone communications with minimal supervision
• Applying basic editing principles in straightforward contexts with minimal supervision
• Improving verbal communication abilities, conveying messages clearly in familiar contexts with minimal coaching
• Understanding self-motivation principles, staying focused and overcoming challenges with occasional encouragement

As a senior professional, you're adept at solving a range of moderate scope and complexity problems, occasionally referring to policies and practices for guidance. Your work involves analyzing situations and data, exercising judgment within established procedures, and fostering productive relationships internally and externally. You possess solid knowledge of industry practices and contribute to departmental projects and goals, often engaging in frequent internal and external interactions. You may occasionally lead small project teams and provide informal guidance to junior staff, all while working with minimal guidance yourself.

Takeda Compensation and Benefits Summary:

• Allowances: Commutation, Housing, Overtime Work etc.

• Salary Increase: Annually, Bonus Payment: Twice a year

• Working Hours: Headquarters (Osaka/ Tokyo) 9:00-17:30, Production Sites (Osaka/ Yamaguchi) 8:00-16:45, (Narita) 8:30-17:15, Research Site (Kanagawa) 9:00-17:45

• Holidays: Saturdays, Sundays, National Holidays, May Day, Year-End Holidays etc. (approx. 123 days in a year)

• Paid Leaves: Annual Paid Leave, Special Paid Leave, Sick Leave, Family Support Leave, Maternity Leave, Childcare Leave, Family Nursing Leave.

• Flexible Work Styles: Flextime, Telework

• Benefits: Social Insurance, Retirement and Corporate Pension, Employee Stock Ownership Program, etc.

Important Notice concerning working conditions:

• It is possible the job scope may change at the company’s discretion.

• It is possible the department and workplace may change at the company’s discretion.

Locations

Tokyo, Japan

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time