Management Assistant

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 OBJECTIVESResponsible 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 assistantsEnsures 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 receptionACCOUNTABILITIESAdministrative and monitoring supportPerforms tasks at the request of the n+1 and assists him/her where possibleSupports 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 guidelinesProvides 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 documentsWrites reports of meetingsCopies and classifies timely and accuratelyFollow up of Takeda mailboxesFollow up budgetPlanning and organizingOrganizes meetings (management meetings, internal events, business meetings etc.) and follows the document flow before and after a meeting according to set rules and proceduresBooks lunches etc. according to specific guidelinesParticipates in meetingsInternal and external communicationReceives visitors and answers telephone callsAnswers all sorts of questions of visitors or callers, refers the call to the right personReceives and distributes correspondence, classifies (confidential) correspondence timely and accuratelyMakes appointmentsReceptionManages good functioning of the receptionReceives visitors and answers telephone calls for the receptionSupports daily facility tasks for the receptionBusiness OperationsIs point of contact for other assistants for admin, procurement, legal, finance processesProject managementIs an enabler of change management for new admin processesRepresents the management assistantsDIMENSIONS AND ASPECTSTakeda Leadership Behaviors  Demonstrates strategic enterprise thinking finding innovative ways to serve patients, and build trust, reputation, and businessCreates the environment that inspires and enables people to move the organization forwardFocuses on the few priorities and delivers superior resultsElevates the capabilities of the organization for now and the futureGrowth mindsetLooks for the best opportunities in work to build skills that align with current and future development needsActively seeks information and help from all levels of employees across the organizationReflects on work experiences and how to apply the lessons learned from past experiences into current and future workCross functional collaborationAbility to work effectively in cross functional and virtual teamsAbility to work effectively in multi-disciplinary teamsEstablish credible and long-lasting professional relationships and has personal impact through engaging respectfully and professionally Results & Stakeholders orientedCan-do attitudeAble to anticipate stakeholders needs and is accountable and responsible to create value for themStrong communication skillsAbility to manage challenging conversations and handle objections Able to proactively interact and influence stakeholders to improveEffective listening skillsSuperior written and verbal communication skillsCAPABILTIESTechnical ExpertiseBachelor or equivalent combination by education and experienceExperience as a management assistant (in pharmaceutical industry) is an assetGood spoken and written communication skillsUnderstanding of the activities and practices within the dedicated department(s)Fluent (written and spoken) in Dutch, French and EnglishOther key capabilitiesPlanning and organizationFlexibilityCustomer/Market mindedShowing initiativeIntegrity/confidentialityAccuracyEmpowering our people to shineAt 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 InclusionTakeda 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 toolLearn more at LocationsBrussels, BelgiumWorker TypeEmployeeWorker Sub-TypeRegularTime TypeFull time