Senior Project Coordinator

Job Description

Are you looking for a patient-focused, innovation-driven company to inspire you and empower you to shine? Join us as a Senior Project Coordinator based in Cambridge, MA reporting to the Head, Global Clinical Operations.

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 work towards their potential through life-changing work. We offer stimulating careers, and work toward excellence in everything we do. We foster an inclusive, collaborative workplace, in which our global teams are united by an unwavering commitment to provide Better Health and a Brighter Future to people around the world.

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

GOALS:

The Global Clinical Operations Senior 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 (GCO Strategy & Business Planning projects related to finance tracking, all GCO events, maintaining org charts, SharePoint site management, etc.)

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.

ACCOUNTABILITIES:

Project Management

• Supports the scheduling of team meetings; manages agenda, meeting minutes and action items (e.g., GCO LT meetings, Town Halls, etc.)
• Supports Head of GCO with various initiatives and projects.
  
  Responsibilities include:
  • Drafting communications as needed
  • Sends communications on behalf of Head of GCO as needed
  • Updating GCO organization charts and headcount tracking files on a regular basis
  • Tracking GCO projects/initiatives and other budget items (e.g., travel) as requested
  • Tracking GCO 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, MS Teams 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

Administrative Support

• 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

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
• Strong computer literacy with intermediate skills in Sharepoint, Office 365 (Microsoft Outlook, Word, Excel and PowerPoint).
• Strong organizational skills
• Ability to solve…