Executive Assistant

At Takeda, we are guided by our purpose of creating better health for people and a brighter future for the world. Every corporate function plays a role in making sure we — as a Takeda team — can discover and deliver life-transforming treatments, guided by our commitment to patients, our people and the planet.

People join Takeda because they share in our purpose. And they stay because we’re committed to an inclusive, safe and empowering work environment that offers exceptional experiences and opportunities for everyone to pursue their own ambitions.

**Job ID** R0119790**Date posted** 03/27/2024**Location** Delegación Cuajimalpa de Morelos, Mexico City**The Future Begins Here**

At Takeda, we are leading digital evolution and global transformation. By building innovative solutions and future-ready capabilities, we are meeting the need of patients, our people, and the planet.

Mexico City has been selected to be home to Takeda’s recently launched Innovation Capability Center thanks to its international recognition in qualified and experienced talent in the data, digital and technology fields. We invite you to join our digital transformation journey.

In this role, you will have the opportunity to boost your skills and become the heart of an innovative engine that is contributing to global impact and improvement.

**At Takeda’s ICC we Unite in Diversity**

**OBJECTIVES**:

- Under the general direction of the ICC Head (Managing Director), plans, organizes and coordinates activities related to the administration, procurement, servicing, operation, and finance of the center
- Support with expense admin - Concur
- Assists in coordination of projects, initiatives, and relevant outreach activities
- Vendor management - Coordination of 3rd parties (vendors) to deliver high-quality services for the ICC office
- Be the primary contact for external vendors.

Be a point of contact in case of the escalation for tickets to Takeda Business Solutions (TBS)

**RESPONSIBILITIES**:
**Procurement**
- Being responsible for procurement management operation
- Investigate and resolve complex issues across the contract to pay processes systems, including but not limited to supplier enablement, contracting, requisitioning, invoicing and payments
- Support validate the compliance of supplier, contract and requisition creations amendments.
- Help with managing the end-to-end contracting process
- Proceed with the creation, modification, and overall maintenance of supplier records
- Contacting suppliers to guide them through the vendor’s onboarding process or preventing fraud by verifying their confidential data.

**Assistant**
- Provides necessary administrative support to Head of ICC
- Ensure that reporting system accurately delivers the information required by stakeholders
- Collaborate with other corporate function departments
- Provide support with the expense process

**General**
- Faimiliar with industry best practices, new technology advancements, and safety standards to ensure operations are efficient, innovative, and ecological friendly in line with Takeda environmental commitments
- Support with the budgeting
- Collaborates with global procurement
- Invoice processing in Ariba
- Procurement management and activities given by the line manager
- Any other ad hoc activity/projects given by the line manager

**DIMENSIONS AND ASPECTS**

**Learning Agility & 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

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

**Self-starter & entrepreneurial mindset**
- Proactive - Shows initiative
- Focus on personal accountability and ownership - constantly challenging oneself to take responsibility for continuous performance improvement and operational excellence
- Motivated and self-directed with the ability to think innovatively, manage, and prioritize different projects independently; demonstrates resilience and flexibility

**Results & Stakeholders oriented**
- Execute efficiently the identified key activities and actions.
- Can do attitude
- Able to anticipate stakeholders needs and is accountable and responsible for creating value for them

**Good communication skills**
- Ability to manage difficult conversations and handle objections
- Able to proactively interact with the stakeholders to generate relevant content
- Effective listening skills
- Punctual
- Superb customer service and organizational Skills
- Advanced English Level, written and spoken.

**SKILLS AND QUALIFICATIONS**:

- Proven experience with procurement administration (Ariba, SAP system is advantage)
- Vendor management
- Experience with reporting analytics