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Senior Adminstrative Assistant

Company: Takeda Pharmaceutical Company Ltd
Location: Cambridge
Posted on: June 6, 2021

Job Description:

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

We are looking for a high energy administrative pro! This person will support the manufacturing leadership team at Takeda, while being based in the Cambridge location.

it is a fast paced, multi task position .

Primary Duties

  • Performs a variety of administrative activities in support of the operations leadership team . You will support one key leadership leader for each location Cambridge and Lexington.
  • Proactively and effectively manage calendar/s for two leadership members with tight schedules
  • Accountable for meeting planning and organization: schedule attendees, book conference rooms where required, arrange catering, prepare presentations, compile meeting minutes, materials, and handouts, etc.
  • Leads projects / initiatives in support of department / site strategy
  • Responds to and resolves questions, concerns, and requests for information
  • Maintains up-to-date distribution lists and organizational charts for department
  • Performs general administrative duties, which may involve contact and exposure to highly confidential materials and information
  • Audit/Inspection support - coordinates with Conference Room Management to support inspection logistics
  • Supports Town Halls (global and local) - work with CTSS/IT and Conference Room Management as needed to execute (anticipate when rooms needed when meeting invites are received)
  • Maintains monthly expenses in Concur for Sr leadership
  • Provides support in Procurement system, Ariba generating SOW, PO resolution etc.
  • Updates and maintains relevant Microsoft Teams / SharePoint sites
  • Assists with employee onboarding/offboarding
  • Oversees and executes inclement weather contingency plan for manufacturing site
  • Supports site communications initiatives, committees and site events as needed
  • Supports team members and peers as needed

Responsibilities

40%

Calendar management, spreadsheets, develops meeting agendas presentation materials and maintains meeting minutes, etc.

25%

Supports / leads department projects and initiatives in support of site/function strategy

25%

Obtains and updates, communicates, and follows up regularly with staff

10%

Schedule travel arrangements and reconcile monthly expenses

Education and Experience Requirements

  • Associate degree a plus HS or GED required
  • Bachelor's Degree in scientific discipline or communications preferred
  • Prior direct experience or experience in a fast pace environment requiring multitasking and MS Office skills preferred

Key Skills, Abilities, and Competencies

  • Must be able to handle confidential information and issues effectively and without breach of confidentiality
  • Must have high level micro soft office skills, Word, Outlook, Powerpoint and Excel
  • Ability to work well with all levels of employees, demonstrating strong team and partnering skills
  • Ability to demonstrate initiative and independence in carrying out multiple tasks, as well as strong critical thinking, creativity, and problem-solving skills
  • Attention to detail, follow through and the ability to meet the demands of the department in a timely manner
  • Team player with excellent organizational, interpersonal, oral, and written communication skills
  • Highly competent in the use of Microsoft Office Suite (Outlook, Word, Excel, Visio, Teams and PowerPoint)

Complexity and Problem Solving

  • Makes decisions related to communications with external and internal stakeholders
  • Evaluates effectiveness and recommends improvements to documentation practices
  • Provides resolutions to problems where coordination between several depts

Other:

  • Available to work overtime on short notice.
  • Carries a company phone and answers calls as required.
  • Possesses a valid driver's license.
  • Travels between sites as necessary.
  • Able to use own initiative, work under pressure with conflicting priorities and work to tight deadlines while being collaborative, and maintain a positive, helpful attitude.
  • Able to make insightful decisions and defer to management when required in a timely fashion

This Job Posting does not apply to CO Applicants

Locations

USA - MA - Cambridge

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time

Keywords: Takeda Pharmaceutical Company Ltd, Cambridge , Senior Adminstrative Assistant, Other , Cambridge, Massachusetts

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