Administrative Operations Coordinator

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Job Description

Are you looking for a patient-focused company that will inspire you and support your career? If so, be empowered to take charge of your future at Takeda. Join us as an Administrative Operations Coordinatorin our Cambridge, MA office.

At Takeda, we are transforming the pharmaceutical industry through our R&D-driven market leadership and being a values-led company. To do this, we empower our people to realize their potential through life-changing work. Certified as a Global Top Employer, we offer stimulating careers, encourage innovation, and strive for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our global teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

Here, you will be a vital contributor to our inspiring, bold mission

OBJECTIVES:

The R&D Center of Business Excellence Administrative Operations Coordinator will provide support in two areas:

The first is administrative assistance including, but not limited to, calendar and meeting management, complex expense reports, purchase orders, office supplies and other administrative support for the manager and team in accordance with Company policies and procedures.

The second is project coordination where s/he is responsible for coordinating and implementing various projects and initiatives including but not limited to contract support, data entry, systems updates & testing, team agenda coordination/minutes, working across R&D stakeholders to coordinate critical business discussions, assisting with documentation of minutes, action item follow-up and communicating cross-functionally as needed.

For special projects led by the Administrative Operations Coordinator, s/he would be responsible for working with various stakeholders, clearly communicating status, identifying and sharing any risks/issue while ensuring projects are completed on time, within budget and with quality.

ACCOUNTABILITIES:

Administrative Support (approximately 50%)

• Actively manages calendars of manager and/or assigned staff
• Schedules and coordinates complex 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
• Builds and uses internal network of fellow coordinators to secure resources, critical meeting calendaring of senior leaders, etc.
• Receives all visitors and handles all registration and/or scheduling for any onsite or offsite guests
• Prepares, processes, and reconciles department invoices, purchase orders, and accounts payables with minimal oversight and in accordance with company policies
• Orders/maintains department supplies and equipment; arranges for equipment repair as needed
• Acts as a resource for MS Office applications, SharePoint sites and other technology tools used by the team
• Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc.
• Collaborates and provides necessary support for other administrative staff, when necessary
• Performs other special projects or duties as assigned by manager or team

Project Coordination (approximately 50%)

• Supports the scheduling of team meetings, managing agenda and action items as needed (e.g., BD LT meetings, External Partner Meetings, Diligence Meetings, etc.)
• Supports R&D Center of Business Excellence teams with project activities including data entry, technical oversight (e.g., RFP submission), reporting
• Accountable for timely vendor registration for BD agreements as well as processing of purchase orders and invoices related to BD deals/upfront payments, as needed
• Supports execution of CDAs between Takeda and external parties
• Supports execution of consulting agreements, MSAs and other legal agreements in accordance with company policies and procedures for engagement with external parties for services
• Supports R&D Center of Business Excellence teams with various initiatives and projects. Responsibilities include:
• Sending department communications on behalf of leadership as needed
• Updating organization charts and headcount tracking files on a regular basis
• Tracking POs, travel budget, consulting services and other budget items (e.g., meeting travel) as requested
• Coordinating Department Meetings and agenda items/speakers, including scheduling, necessary supplies or food, teleconference information, CTSS services, etc.
• Support and coordinate team attendance at large conferences (e.g., BIO, JPM, etc.)
• General Project Coordination activities as agreed with manager/ team – including but not limited to:

• Manages the logistics of multiple projects including scheduling, coordinating necessary supplies or food, Teams or streaming site information, etc.
• Provides appropriate minutes (including summary of key outcomes and action items), as needed, and store on project team site along with other meeting materials
• Tracks actions to resolution and facilitates communication of outcomes as appropriate (internally or to external stakeholders) through email, internal communication sites, other department meetings, etc.
• Creation of slides as requested to summarize project outcomes or proposals

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS:

Education and Experience

• Bachelor’s degree strongly preferred
• Minimum of 2 years of administrative experience supporting one or more individuals with exceptional project management skills preferred
• Minimum of 2 years experience in pharmaceutical, healthcare or Pharmacovigilance-related area preferred

Skills& Behaviors

• Strong computer literacy with intermediate skills in Sharepoint, Office 365 (Microsoft Outlook, Word, Excel and PowerPoint).
• 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
• 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 verbally and in written communications
• Comfortable presenting clearly to small and large groups
• Focus on accuracy and attention to detail
• Flexible mindset
• Willingness to provide and received constructive feedback

This position is currently classified as “hybrid” in accordance with Takeda’s Hybrid and Remote Work policy.

Learn more at takedajobs.com.

Takeda Compensation and Benefits Summary

We understand compensation is an important factor as you consider the next step in your career. We are committed to equitable pay for all employees, and we strive to be more transparent with our pay practices.

For Location:

Boston, MA

U.S. Hourly Wage Range:

The estimated hourly wage range reflects an anticipated range for this position. The actual hourly wage offered may depend on a variety of factors, including the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job.The actual hourly wage offered will be in accordance with state or local minimum wage requirements for the job location.

U.S. based employees may be eligible for short-term incentives. U.S.based employees may be eligible to participate in medical, dental, vision insurance, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, a tuition reimbursement program, paid volunteer time off, company holidays, and well-being benefits, among others. U.S.based employees are also eligible to receive, per calendar year, up to 80 hours of sick time, and new hires are eligible to accrue up to 120 hours of paid vacation.

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.

LocationsBoston, MA

Worker TypeEmployee

Worker Sub-TypeRegular

Time TypeFull time

Job Exempt

No

Location: Boston, MA, US

Posted Date: 11/16/2024