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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,