Senior Project Coordinator

Takeda; Boston (MA); Hybrid; USD 150,000 - 200,000; Full time

Job summary

A leading global R&D organization in Boston is seeking a Senior Project Coordinator to provide essential administrative and project management support. The role involves coordinating schedules, managing project timelines, and ensuring quality outcomes while working in a hybrid environment. Ideal candidates should possess strong organizational skills, a background in project management, and experience in the healthcare or pharmaceutical industry.

Benefits

Medical, dental, and vision insurance

401(k) plan with company match

Paid vacation and sick time

Tuition reimbursement

Qualifications

• 5 years of administrative experience supporting management.
• Experience in pharmaceuticals, biotechnology, or healthcare preferred.
• Strong computer literacy and proficiency in office software.

Responsibilities

• Provide administrative support including travel arrangements and expense reports.
• Coordinate projects, manage timelines, and ensure quality outcomes.
• Support team communications and document key project outcomes.

Skills

Project management

Communication

Organizational skills

Attention to detail

Interpersonal skills

Education

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Job description

Overview

By clicking the “Apply” button, I understand that my employment application process with Takeda will commence and that the information I provide in my application will be processed in line with Takeda’s Privacy Notice and Terms of Use. I further attest that all information I submit in my employment application is true to the best of my knowledge.

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, 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

Minimum Requirements/Qualifications

• 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 pharmaceuticals, biotechnology or healthcare
• Experience with Takeda’s processes would be 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 on 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 and PowerPoint
• Understanding of medical/scientific terminology
• 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
• 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.

This position is currently classified as "hybrid" following Takeda's Hybrid and Remote Work policy.

#LI-Hybrid

#LI-AA1

Takeda Compensation and Benefits Summary

We understand compensation is an important factor as you consider the next step in your career. We are committed to equitable pay for all employees, and we strive to be more transparent with our pay practices.

For Location: Boston, MA

U.S. Hourly Wage Range: $34.28 - $53.89

The estimated hourly wage range reflects an anticipated range for this position. The actual hourly wage offered may depend on a variety of factors, including the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, and the location in which the applicant lives and/or from which they will be performing the job. The actual hourly wage offered will be in accordance with state or local minimum wage requirements for the job location.

U.S. based employees may be eligible for short-term incentives. U.S. based employees may be eligible to participate in medical, dental, vision insurance, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, a tuition reimbursement program, paid volunteer time off, company holidays, and well-being benefits, among others. U.S. based employees are also eligible to receive, per calendar year, up to 80 hours of sick time, and new hires are eligible to accrue up to 120 hours of paid vacation.

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 It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.