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Job Description

About the role:

1) Administrative assistance including, but not limited to, calendar management, expense reports, domestic and international travel arrangements, purchase orders, event planning, contracts, onboarding new employees, office supplies, distribution of Health Authorities communication received by regular mail and other administrative support for the manager and leadership team in accordance with Company policies and procedures.

2) Project Management where you will be responsible for coordinating and implementing various projects and initiatives across GRA MPD and Labeling. You will be responsible for communicating cross-functionally about prioritized projects, sharing project-related updates, identifying risks and issues, managing schedules/timelines and expectations, and ensuring projects are completed on time, on budget and with high quality.   

How you will contribute:

• 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 written.

• Actively manage calendars of, but not limited to, a manager and/or staff,  including liaising with support staff of senior leaders to facilitate interactions as needed.

• Maintain distribution lists, full-time employees (FTEs) and contractor lists, keeping data up to date and relevant.

• Schedule and coordinates virtual, onsite and offsite meetings including, but not limited to, managing invitations, tracking responses, transportation, dining, budgets, etc., in accordance with manager and/or staff instructions and Company policy.

• Interface and communicates with internal and external stakeholders; directs people to the appropriate resources.

• Receive all visitors and handles all registration and/or scheduling for any onsite or offsite guests.

• Prepare, process and reconcile 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

• Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc.

• Collaborates and provides necessary support for other administrative staff, when necessary.

• Distributes correspondences from Health Authorities received by regulatory mail to the responsible GRLs.

• Researches solutions and responds to email and phone inquiries with minimal guidance and review from manager and/or staff.

• Collects, reviews, enters, and formats accurate data into spreadsheets, databases (including regulatory database and systems), and other electronic tools.

• Prepares documentation for payment of vendors, consultants, and suppliers; after review by direct supervisor, submits documentation and enters requests for payments into accounting system. Responds to inquiries from accounts payable and payees.

• Onboards new FTEs and contractors including, but not limited to, scheduling first meeting with key stakeholders, ensuring the new FTE / contractor is included in the relevant distribution lists and meetings etc.; Provides project support for events and meetings on-site and off-site including informal “meet and greet” sessions, and other high-visibility engagements.

• Arranges travel for the team or department; completes expense reports in a timely manner.

• Interface and communicates with internal and external customers; directs people to the appropriate resources.

• Participate in maintenance of improvement processes; actively participates in self- and team audits and resulting process improvements.

• Develop a strong network within the department; draws on network to answer questions, solve problems, and successfully execute responsibilities.

• Demonstrate confidentiality in execution of all responsibilities.

• Performs other duties as required.

Minimum Requirements/Qualifications:

• Minimum of 5 years of administrative experience supporting one or more individuals with exceptional project management skills

• Minimum of 2 years experience in pharmaceuticals, biotechnology or healthcare preferred

• Experience with Takeda’s systems and processes highly desirable

• Self-motivated, self-starter with the ability to work independently and in a team with a flexible mindset.

• Strong interpersonal skills combined with cultural sensitivity.

• Effective communication with individuals at all levels of the organization comfortable presenting to small and large groups.

• Professional English essential

• Focus in accuracy and strong attention to detail

• Ability to multi-task, be flexible and able to prioritize efficiently

• Must be able to handle confidential information and issues effectively

• Strong computer literacy with intermediate skills in Microsoft Outlook, Word, Excel,  PowerPoint, MS Teams and AI.

• Ability to develop slides.

• 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.

• Be an active ambassador and driver for an engaging culture; build trust and productive relationships with team members and stakeholders across organization.

• Willingness to provide and receive constructive feedback.

More about us:

At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. Takeda is a patient-focused company that will inspire and empower you to grow through life-changing work.

Certified as a Global Top Employer, Takeda offers stimulating careers, encourages innovation, and strives for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

Takeda Compensation and Benefits Summary

For Location:

Boston, MA

U.S. Hourly Wage Range:

$28.27 - $44.42

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.

Locations

Boston, MA

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time

Job Exempt

No

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