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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 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

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