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Job Description

About the role:

At Takeda, we are a forward-looking, world-class R&D organization that unlocks innovation and delivers transformative therapies to patients. By focusing R&D efforts on four therapeutic areas and other targeted investments, we push the boundaries of what is possible in order to bring life-changing therapies to patients worldwide.

The Senior Project Coordinator will provide support in two areas : first is administrative assistance including, but not limited to, calendar management, expense reports, domestic and international travel arrangements, purchase orders, event planning, office supplies and other administrative support for the manager and leadership team in accordance with Company policies and procedures and second : project management where s/he is responsible for coordinating and implementing various projects and initiatives (including Business Performance and Risk Management), communicating cross-functionally about the projects, sharing project-related issues, identifying risks and issues, managing schedules/timelines and expectations, and ensuring projects are completed on time and on budget at an acceptable degree of quality.

How you will contribute:

Administrative Support (approximately 50%)

• Performs all work and makes decisions with minimal supervision and/or instructions. 

• Communicates in a clear, professional and articulate manner; able to communicate complex information/data in a simple manner both orally and in writing

• Actively manages calendars of manager and/or staff and maintains distribution lists, FTEs and contractor lists, keeping data up to date and relevant

• Create and drive deliverables as they pertain to the department, including PowerPoint presentations, Excel spreadsheets

• Schedules and coordinates virtual, onsite and offsite meetings including, but not limited to, managing invitations, tracking responses, entertainment, transportation, dining, budgets, etc., in accordance with manager and/or staff instructions and company policy. Role to be an expert in the practice of running virtual meetings.

• Receives all visitors and handles all registration and/or scheduling for any onsite or offsite guests

• Prepares, processes, and reconciles all expense reports, credit card statements, invoices, purchase orders, and accounts payables with minimal oversight and in accordance with Company policies

• Provide support and guidance for the purchase to pay process to the department, becoming a super user/key authority.

• Prepares all travel arrangements, including domestic and international, and creates detailed itineraries.

• Collaborates and provides necessary support for other administrative staff, when necessary

Project Management (approximately 50% total)

• Supports the scheduling of team meetings; manages agenda, meeting minutes and action items (e.g., QPTS MT meetings, Town Halls, etc.)

• Supports Head of QPTS with various initiatives and projects. Responsibilities include:

  • Drafting and sending communications on behalf of Head of QPTS as needed

  • Updating QPTS organization charts and headcount tracking files on a regular basis

  • Tracking QPTS projects/initiatives and other budget items (e.g., travel) as requested

  • Tracking QPTS compliance with business processes (i.e., TEMPO, budget
    management, etc.)

• General Project Management activities as agreed with manager/ team – including but not limited to:

  • Coordinating reviews of key deliverables

  • Assisting with production of slides and key communications

  • Manages the logistics of multiple projects including scheduling, coordinating necessary supplies or food

  • Reaches out to project team members to identify and address project needs

  • Provides appropriate minutes (including summary of key outcomes and action items), as needed, and store on project team site along with other meeting materials

  • Facilitates communication of project outcomes as appropriate (internally or to external stakeholders) through email, internal communication sites, other department
    meetings, etc.

  • Assists in the monitoring and management of the project progress, schedules and resources

Minimum Requirements/Qualifications:

• Bachelor’s degree  strongly preferred

• Minimum of 5 years of administrative experience supporting one or more individuals with exceptional project management skills.

• Minimum of 2 years experience in pharmaceuticals, biotechnology or healthcare

• Experience with Takeda’s processes would be highly desirable.

• Self-motivated, self-starter with the ability to work independently and in a team with a flexible mindset

• Strong interpersonal skills combined with cultural sensitivity

• Effective communication with individuals at all levels of the organization comfortable presenting to small and large groups

• Professional English essential

• Focus on accuracy and strong attention to detail

• Ability to multi-task, be flexible and able to prioritize efficiently

• Must be able to handle confidential information and issues effectively

• Strong computer literacy with intermediate skills in Microsoft Outlook, Word, Excel and PowerPoint.

• Understanding of medical/scientific terminology

• Strong organizational skills

• Ability to problem-solve, negotiate solutions, think strategically, and operate in a fast-paced environment

• Ability to prioritize under pressure while managing multiple tasks of varied complexity and criticality simultaneously

• Willingness to provide and receive constructive feedback.

More about us:

At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. Takeda is a patient-focused company that will inspire and empower you to grow through life-changing work.

Certified as a Global Top Employer, Takeda offers stimulating careers, encourages innovation, and strives for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

This position is currently classified as "hybrid" following Takeda's Hybrid and Remote Work policy.

#LI-Hybrid

#LI-AA1

Takeda Compensation and Benefits Summary

For Location:

Boston, MA

U.S. Hourly Wage Range:

$34.28 - $53.89

EEO Statement

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.

Locations

Boston, MA

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time

Job Exempt

No

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