Are you looking for a patient-focused, innovation-driven company that will inspire you and empower you to shine? Join us as a Global Patient Safety Evaluation Strategy & Business Planning, Project Coordinator in 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.
The GPSE Strategy & Business Planning Project Coordinator will provide support in two areas. The 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 team in accordance with Company policies and procedures. The second is in project management where s/he is responsible for coordinating and implementing various projects and initiatives (GPSE Strategy & Business Planning projects related to tracking, org charts, SharePoint site management) working with various stakeholders, communicating cross-functionally about the projects, sharing project-related issues, identifying risks and issues, managing schedules/timelines, and ensuring projects are completed on time, budget, and quality.
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
Schedules and coordinates 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
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
Prepares all travel arrangements, including domestic and international, and creates detailed itineraries.
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 Management (approximately 50% total)
Supports the scheduling of Takeda Safety Board meetings/Safety Board Chair Review meetings
Support the scheduling of the GPSE Monthly All Staff meetings
Provides support for managing various aspects of the multiple day annual GPSE F2F/Virtual Meeting involving the GPSE Community
Supports GPSE Chief of Staff/Head of Strategy & Business Planning with various initiatives and projects. Responsibilities include:
Drafting communications as needed
Sends communications on behalf of GPSE Chief of Staff as needed
Updating GPSE organization charts and headcount tracking files on a regular basis
Providing updates for the PSMF (Pharmacovigilance System Master File) related to the resourcing section
Tracking GPSE projects/initiatives and other budget items (e.g., travel) as requested
Assisting GPSE Chief of Staff in managing various aspects of GPSE LT meetings (e.g., scheduling, agenda, minutes, action item management and LT SharePoint site updates)
General Project Management activities as agreed with manager/ team – including but not limited to:
Manages the logistics of multiple projects including scheduling, coordinating necessary supplies or food, TC/Webex information, etc.
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
EDUCATION, BEHAVIORAL COMPETENCIES AND SKILLS:
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 pharmaceutical, healthcare or Pharmacovigilance-related area
Strong computer literacy with intermediate skills in 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
Excellent verbal and written communication skills; comfortable presenting clearly to small and large groups
Focus on accuracy and attention to detail
Willingness to provide and received constructive feedback
Infrequent; when travel is required, it may be domestic or international
WHAT TAKEDA CAN OFFER YOU:
401(k) with company match and Annual Retirement Contribution Plan
Tuition reimbursement Company match of charitable contributions
Health & Wellness programs including onsite flu shots and health screenings
Generous time off for vacation and the option to purchase additional vacation days