Project Coordinator

Takeda•Cambridge, MA

23h•Hybrid

About The Position

The Project Coordinator will facilitate and manage business operations and non-portfolio priorities for R&D and Global Medical DD&T (RDGM-DDT), such as culture initiatives, business initiatives including supporting process and operational excellence, department training coordination, and employee onboarding. They will provide overall coordination, project management support, and on-site logistics within a cross-functional matrix environment. The Project Coordinator is key to strengthening the culture and engagement of the function -- bringing people together, driving smooth and frictionless processes that build connection, and foster a strong sense of community across RDGM-DDT. This role is well suited to an experienced executive or administrative professional looking to grow into a project coordination and operations role.

Requirements

Bachelor’s degree preferred
5-8 years of administrative, business operations, or project coordination experience, with exceptional project management skills; experience as an executive or administrative assistant growing into an operations or coordination role is well suited to this position
2 years experience in pharmaceuticals, biotechnology, or technology preferred, or evidence of familiarity with relevant processes, workflows, and terminology
Experience with Takeda’s processes would be highly desirable
Demonstrates initiative and works effectively both independently and collaboratively, adapting to changing priorities.
Builds respectful working relationships and communicates effectively with colleagues across organizational levels and cultures.
Communicates information clearly and professionally in writing and verbally.
Develops and maintains SharePoint and Microsoft Teams sites; proficient in Microsoft Office applications.
Organizes work carefully, maintaining accuracy and attention to detail.
Prioritizes and manages multiple activities of varying complexity.
Applies problem-solving and troubleshooting skills in a collaborative, cross-functional environment.
Handles confidential information with discretion.
Understands matrixed organizations and supports an inclusive, collaborative team culture and employee engagement.

Responsibilities

Independently drive on-site logistics coordination for RDGM-DDT events and key face-to-face meetings – including room planning and setup, catering coordination, visitor access and welcome, AV and technology readiness, and serving as the on-site point of contact – to deliver a seamless, welcoming event experience from planning through on-site execution that brings colleagues together and reinforces a positive, connected team culture
Provide project management support for designated business & culture initiatives, including tracking of milestones, follow up on action items, facilitation of cross-workstream communication, and proactive outreach to project teams to identify and address project needs
Enable maturation and execution of key RDGM-DDT processes through project management support for operational excellence and process design workstreams, including collating of key metrics, maintenance of process artifacts including DAI framework, and coordination of cross-functional stakeholder working sessions and tracking action items and milestones
Serve as training coordinator for RDGM-DDT, including managing the training curriculum by coordinating with RDGM-DDT and cross-functional stakeholders on requirements and monitoring training compliance
Develop and maintain materials and MS Teams and SharePoint-based systems for managing RDGM-DDT operations-associated information such as organization charts, headcount tracking, and distribution lists. Keep team sites and information platforms current by posting materials and updates
Coordinate the employee onboarding experience, with emphasis on the in-person first-day journey, including first-day access and workspace readiness, technology and other resource requests, welcome announcements, and other new hire checklist items