Administrative Operations Coordinator

Takeda Pharmaceutical Company - Boston, MA

Full-time - Entry Level

Remote - Boston, MA

Chemical Manufacturing

About the position

The Administrative Operations Coordinator at Takeda will play a crucial role in supporting the R&D Center of Business Excellence by providing administrative assistance and project coordination. This position involves managing calendars, scheduling meetings, processing invoices, and coordinating various projects and initiatives to ensure timely and effective operations within the team.

Responsibilities

• Manage calendars for the manager and/or assigned staff.
• Schedule and coordinate complex onsite and offsite meetings, including managing invitations and tracking responses.
• Build and utilize an internal network of coordinators to secure resources and manage senior leaders' calendars.
• Handle visitor registration and scheduling for onsite or offsite guests.
• Prepare, process, and reconcile department invoices and purchase orders according to company policies.
• Order and maintain department supplies and equipment, arranging for repairs as needed.
• Act as a resource for MS Office applications and other technology tools used by the team.
• Perform miscellaneous administrative tasks such as filing, organizing, and mailing.
• Support scheduling of team meetings and manage agendas and action items.
• Assist with project activities including data entry and reporting for R&D teams.
• Ensure timely vendor registration and processing of purchase orders related to BD agreements.
• Support execution of consulting agreements and other legal agreements in accordance with company policies.
• Send department communications on behalf of leadership as needed.
• Update organization charts and headcount tracking files regularly.
• Track POs, travel budgets, and consulting services as requested.
• Coordinate department meetings, including scheduling and necessary supplies.
• Support team attendance at large conferences and manage logistics for multiple projects.

Requirements

• Bachelor's degree strongly preferred.
• Minimum of 2 years of administrative experience supporting 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 and Office 365 (Outlook, Word, Excel, PowerPoint).
• Strong organizational skills and ability to problem-solve in a fast-paced environment.
• Ability to prioritize under pressure while managing multiple tasks simultaneously.
• Excellent communication skills, both verbal and written, with a focus on clarity and professionalism.
• Comfortable presenting to small and large groups.
• Attention to detail and a flexible mindset.

Nice-to-haves

• Experience in a pharmaceutical or healthcare environment.
• Familiarity with project management tools and techniques.

Benefits

• Medical, dental, and vision insurance coverage.
• 401(k) plan with company match.
• Short-term and long-term disability coverage.
• Basic life insurance.
• Tuition reimbursement program.
• Paid volunteer time off.
• Company holidays and well-being benefits.
• Accrual of up to 120 hours of paid vacation and up to 80 hours of sick time per calendar year.