Executive Assistant to the Head of Transformation Office and Project Coordinator

We are seeking a highly organized and proactive Executive Assistant & Project Coordinator to support the Head of the Transformation Office and their leadership team. This dual‑role position combines high‑level executive support with project coordination responsibilities, requiring a dynamic individual with a global mindset, excellent communication skills, and a passion for driving operational excellence.

About Astellas

At Astellas we are a progressive health partner, delivering value and outcomes where needed. We pursue innovative science, focussing initially on the areas of greatest potential and then developing solutions where patient need is high, often in rare or under‑served disease areas and in life‑threatening or life‑limiting diseases and conditions. We work directly with patients, doctors and health care professionals to ensure patient and clinical needs guide our development activities at every stage. Our global vision for Patient Centricity supports the development of innovative health solutions. We work closely with regulatory authorities and payers to improve access to new therapies, and we support stakeholder communities to drive initiatives that raise awareness and improve care standards.

Hybrid Working

At Astellas we recognise the importance of balancing your work and home life, so we offer a hybrid working solution that allows time to connect with colleagues in person at the office alongside the flexibility to work from home, optimising the most productive work environment for you to succeed and deliver.

Key Responsibilities

• Provide high‑level administrative support to the Head of Transformation Office, including calendar management, meeting coordination, and travel arrangements.
• Track progress of strategic initiatives, manage backlogs, and ensure timely follow‑up on deliverables.
• Organise team meetings, workshops, and off‑sites, including logistics, materials, and follow‑ups.
• Prepare presentations, handle routine communications, and maintain confidentiality of sensitive information.
• Coordinate domestic and international travel, process expenses, and ensure compliance with company policies.
• Liaise with internal and external stakeholders, including legal, vendors, and third‑party partners.
• Maintain project documentation and manage collaboration platforms for effective team coordination.
• Assist with budget tracking and purchasing activities.
• Build strong relationships across departments and with other executive assistants globally.
• Support global team communications and ensure alignment across the Transformation Office.

Essential Knowledge & Experience

• Solid experience as an Executive Assistant supporting senior leaders in a global, matrixed organisation.
• Strong project mindset with the ability to manage multiple priorities and deadlines.
• Advanced proficiency in MS Office, especially PowerPoint and Excel.
• Excellent attention to detail, problem‑solving skills, and discretion in handling sensitive information.
• Fluent English (spoken and written).
• Positive attitude, proactive approach, and a strong learning mindset.
• Strong communication skills and ability to work independently with sound judgment.

Preferred Knowledge & Experience

• Familiarity with transformation environments.
• Experience with tools such as Ariba, Concur, DocuSign.
• Knowledge of basic operational finance and purchasing processes.
• Japanese language skills.

Education / Qualifications

• University degree.

Additional Information

This is a permanent role based in our Global Capability Centre in Warsaw, Poland, and hybrid working is required with some office presence. Flexibility may be required in line with business need. Candidates must be located within a commutable distance of the office.

Astellas’ Global Capability Centres – Overview

Astellas’ Global Capability Centres (GCCs) are strategically located sites that give Astellas the ability to access talent across various functions in the value chain and to co‑locate core capabilities that are currently dispersed. Our three GCCs are located in India, Poland, and Mexico. The GCCs will enhance our operational efficiency, resilience and innovation potential, enabling a timely response to changing business demands. Our GCCs are an integral part of Astellas, guided by our shared values and behaviours and they are critical enablers of the company’s strategic priorities, sustainable growth, and commitment to turning innovative science into value for patients.

We are an equal‑opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Beware of recruitment scams impersonating Astellas recruiters or representatives. Authentic communication will only originate from an official Astellas LinkedIn profile or a verified company email address. If you encounter a fake profile or anything suspicious, report it promptly to LinkedIn’s support team through LinkedIn Help.