IBU Executive Assistant, Japan based
On-site · Tokyo, Tokyo, Japan
Job Summary
Japan-based IBU Executive Assistant will support IBU LT members—Head of Strategy & Transformation, and Japan affairs of the Head of Public Affairs and IBU President. Provide comprehensive administrative support to ensure efficient office operations: document production and management, systematic filing, mail handling, routine report preparation, travel arrangements, appointment scheduling, professional inquiries handling, data entry, and reception duties. Occasionally lead small project teams and provide informal guidance to junior staff. Requires 3+ years of executive assistant experience and advanced English proficiency; developing presentation skills; strong organizational, time-management, and prioritization abilities; ability to handle multiple tasks with minimal supervision; and basic editing capabilities. Employment at Takeda with standard working hours in Tokyo, Japan; full-time, regular employee status. Takeda is an equal opportunity employer.
Required 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
- 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
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