Site Executive Assistant, Osaka Plant / エグゼクティブアシスタント（大阪工場）GSQ

By clicking the “Apply” button, I understand that my employment application process with Takeda will commence and that the information I provide in my application will be processed in line with Takeda’s Privacy Notice and Terms of Use.  I further attest that all information I submit in my employment application is true to the best of my knowledge. Job Description Objective / Purpose: Enable the Site Head to focus on leadership, decision-making, and stakeholder engagement by providing proactive executive and administrative support. Facilitate the effective operation of the Site Leadership Team through meeting governance, communications, organizational coordination, and administrative management. Serve as a reliable coordination point for internal and external stakeholders, supporting site priorities and ensuring smooth execution of business activities, executive visits, and key site events. 職務の目的 / 役割概要 本ポジションは、工場長およびサイトリーダーシップチームが組織運営、意思決定、社内外のステークホルダー対応に専念できる環境を整え、大阪工場の円滑かつ効果的な運営を支えるエグゼクティブサポート兼コーディネーター職です。 工場長に対する機動的かつ信頼性の高いエグゼクティブサポートおよび事務支援を提供するとともに、会議運営、コミュニケーション、組織横断の調整、各種運営支援を通じて、サイトリーダーシップチームが効果的に機能するための基盤を支えます。 また、サイト内外の関係者にとって信頼できる調整窓口として、サイトの優先課題、事業活動、来訪対応、イベント、各種活動が円滑に遂行されるよう支援します。 ACCOUNTABILITIES Manage the Site Head’s calendar and administrative requirements, act as a primary point of coordination for requests and inquiries directed to the Site Head, and provide scheduling support to designated Site Leadership Team members as required. Coordinate meetings and activities involving the Site Head and Site Leadership Team, including scheduling, agendas, materials, meeting logistics, minutes, and follow-up actions. Prepare, edit, organize, and maintain presentations, reports, correspondence, meeting materials, and other business documents while ensuring appropriate confidentiality and accuracy. Arrange domestic and international travel and related administrative processes for the Site Head and, as required, designated Site Leadership Team members, including expense, purchasing, invoice, and payment administration where applicable. Coordinate executive, customer, and external stakeholder visits to the Osaka Plant, working with relevant functions to ensure effective communication, logistics, and visitor experience. Provide administrative coordination for the onboarding and offboarding of Site Leadership Team members, including related communications and processes on behalf of the Site Head. Coordinate key site events, employee engagement activities, and other site-wide activities in collaboration with relevant stakeholders. Support cross-functional activities, special assignments, and site priorities as directed by the Site Head, including stakeholder coordination, documentation, and execution support. Identify opportunities to improve administrative processes and ways of working through the effective use of digital tools, automation, and AI-enabled solutions. Handle sensitive and confidential information with discretion and maintain effective working relationships with internal and external stakeholders while supporting day-to-day business operations.   主な職責 工場長のスケジュール管理、各種事務対応、依頼・問い合わせ対応の主要な調整窓口として機能する 必要に応じて、サイトリーダーシップチームメンバーのスケジュール調整や事務支援を行う 工場長およびサイトリーダーシップチームに関わる会議や活動について、日程調整、アジェンダ作成、資料準備、会議運営、議事録作成、フォローアップまで一貫して支援する プレゼンテーション資料、報告書、社内外向け文書、会議資料などの作成・編集・整理・管理を行い、正確性と機密性を確保する 工場長および必要に応じたサイトリーダーシップチームメンバーの国内外出張の手配と関連事務を担い、必要に応じて経費処理、購買、請求書・支払い対応などを行う 大阪工場への役員、顧客、外部ステークホルダーの来訪に際し、関係部門と連携しながら、各種手配、受け入れ対応、コミュニケーションを調整する サイトリーダーシップチームメンバーのオンボーディングおよびオフボーディングに関する各種調整や連絡業務を支援する 主要なサイトイベント、従業員エンゲージメント施策、その他サイト全体の活動について、関係者と連携しながら運営を支援する サイトヘッドの指示のもと、部門横断的な取り組み、特別案件、サイトの優先課題に関して、関係者との調整、資料作成、実行支援を行う デジタルツール、自動化、AIを活用し、事務プロセスや業務の進め方の改善機会を積極的に見出す 機密性の高い情報を適切に取り扱い、社内外の関係者と良好な関係を築きながら、円滑な業務運営を支える Education & Competencies (Technical and Behavioral): 5+ years of experience in executive support, administration, communications, general affairs, or related functions, preferably within a global organization. Strong organizational and prioritization skills with the ability to manage multiple tasks, deadlines, and stakeholder expectations in a fast-paced environment. Excellent interpersonal and communication skills, with the ability to build effective working relationships across functions, organizational levels, and cultures, and to communicate effectively in both Japanese and English. High level of professionalism, discretion, judgment, and integrity in handling sensitive and confidential information. Proficiency in Microsoft 365 applications and the ability to leverage digital and AI-enabled tools to improve productivity, collaboration, and administrative effectiveness. 学歴・スキル・コンピテンシー エグゼクティブサポート、アドミニストレーション、コミュニケーション、総務、または関連分野における5年以上の実務経験 ※グローバル企業での経験があれば尚可 複数の業務や期限、ステークホルダーの期待をスピード感のある環境で整理・優先付けしながら対応できる、高い業務遂行力 部門・職位・文化の異なる多様な関係者と良好な協働関係を築ける、優れた対人能力とコミュニケーション力 英語でのコミュニケーションが必須であり、日本語・英語の双方で、会議調整、資料作成、メール対応、来訪対応などを効果的に行えること 高いプロフェッショナリズム、慎重な判断力、誠実性、守秘意識を持ち、機密性の高い情報を適切に取り扱えること Microsoft 365アプリケーションを十分に活用できること デジタルツールやAIを活用し、生産性・協働・事務効率を高められるスキル   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. Fixed-term contracts may be renewed after the end of the contract period based on the workload and employee performance. The total contract duration shall not exceed 5 years.    Locations Osaka (Juso), Japan Worker Type Employee Worker Sub-Type Fixed Term (Fixed Term) Time Type Full time