FTP BU Sponsorship and Congress Process and Logistics Coordinator

Takeda•USA - MA - Virtual, MA

7d•$38 - $59•Remote

About The Position

The FTP BU Sponsorship and Congress Process and Logistics Coordinator will be responsible for compliant execution, process management and administration of requests to support commercial sponsorship and exhibit requests. This role is responsible for the processing, execution and tracking of congress logistics for congresses the US Foundational Therapeutic Platform Business Unit. This is an exciting opportunity for experienced support and project manager professionals with strong organizational skills to leverage their experience but also take on increased responsibilities processing and coordinating conferences and sponsorships.

Requirements

Bachelor’s degree or over 3 years of project management experience managing complex workstreams that span across cross-functional teams or executive coordinator experience working in highly matrixed organization.
A minimum of 3+ years years of project management or executive administration/coordinator experience working within a regulated industry.
Extensive working knowledge of MS Word, Excel & PowerPoint, including advanced knowledge of MS Outlook is essential
Strong consulting skills, listening skills, problem definition, scenario planning, data analysis, and translation of business requirements into actionable capabilities.
Demonstrated ability to exercise independent judgment, handle confidential information with discretion and effectively collaborate with multiple functional units.
Strong attention to detail, process adherence, and data quality.
Work on multiple activities simultaneously with little or no supervision under tight deadlines.
Must be a team player and foster strong relationships with vendors and internal or external stakeholders helping build a collaborative team culture and environment.
Navigate change and make decisions even when faced with uncertainty.
Desire to help develop organizational capabilities and drive change through a positive attitude, resilience, self-awareness, and adaptable approach that aligns with organizational priorities.
Drive innovation, develop creative, compliant solutions, and enable a culture that allows others to do the same.
Adaptable and open to an environment of change.

Nice To Haves

Prior compliance experience helpful.
Prior experience managing congresses or planning meeting & events is preferred.
Prior operational processes, system administration and IT experience is helpful.

Responsibilities

Effective partner with cross functional internal and external partners (Sales, Legal and Compliance, Procurement, Finance, Analytics, Agencies of Record) to operationally support sales and marketing efforts of the team.
Execute on current process and lead optimization efforts to effectively support sponsorship and funding requests from external partner organizations.
Provide oversight, guidance, and support to Internal and External stakeholders throughout the process, ensuring compliance with all policies and SOPs.
Key participant in auditing process. Provide high quality documentation and responsiveness to audit requests and follow-on monitoring requirements.
Conduct systematic reviews of transactions to ensure that the required documents are submitted, approvals are completed correctly, exceptions are followed-up on and resolved, and activities are archived.
Continuously monitor for process and system efficiency through operational reporting, direct observation, and feedback to develop enhancements that improve effectiveness and efficiencies associated with processes.
Ensure end-users are properly trained on system functionality and process-related requirements, through delivery of formal hands-on training sessions and serve as an operational subject matter expert to address questions, provide advice and/or recommendations.
Oversee and manage the planning and execution of regionally based / smaller scale congress logistics – including (but not limited to) working with professional engagement, congress, and other vendors as well as Marketing cross-functional partners to oversee the coordination of Takeda’s attendance.
Support the FTP BU Congress Lead and Professional Engagement Marketer(s) on the development of the annual congress plan.
Assist in the ongoing management of overall annual congress progression and planning.
Ensure adherence with all policies including product theaters where applicable.
Management includes attending weekly congress planning calls with vendor partners and overseeing storage and shipping coordination.
Provide support to brand and manager on cross functional coordination, communication, and material shipping.
May include some travel for conference support.
Provide support to Professional Engagement Marketers to coordinate and schedule HCP engagements at some larger marketing led congresses.
Participate in PRT reviews, attend and contribute to planning of HCP conferences, events, educational content and programs.
Overall, help build trust in Takeda and lasting presence of Takeda in communities through enabling flawless execution of education and support programs.