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Executive Coordinator, Data Sciences Institute - Boston Massachusetts
Company: Takeda Location: Boston, Massachusetts
Posted On: 04/15/2024
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. Join Takeda as an Executive Coordinator where you will will perform high-level administrative and office support responsibilities for the assigned leader and leadership team. As part of the Data Sciences Institute, you will report to the R&D Chief Data & Technology Officer and Head, Data Sciences Institute. How you will contribute: - Calendar management for Head of DSI.
- Understanding of priority meetings; schedule last minute meetings when necessary.
- Awareness of meeting locations and travel time between campus locations.
- Include pre-reads and proper meeting materials in invites.
- Create and print face sheets for 1x1 meetings, travel agendas and materials, etc., as needed.
- Coordinate schedules with administrative team of senior leaders to facilitate meetings and onsite interaction.
- Awareness of time zones when scheduling leadership meetings.
- Develop a strong network within the administrative team to answer questions, solve problems, and successfully execute responsibilities.
- Order and coordinate catering activities as necessary for DSI.
- Arrange travel for the Head of Data Sciences Institute, complete expense reports promptly within Concur.
- Awareness of hotel and meeting locations to ensure a streamlined travel experience.
- Schedule meetings, calls, and other interactions based on the priorities of the leader and/or function.
- Initiate, develop, lead, and participate in improvement processes; actively participate in resulting process improvements.
- Collect, review, analyze, interpret, enter, and format accurate data into intranet, spreadsheets, databases and other electronic tools.
- Review documents and proofread work for grammar and spelling, accuracy, consistency of terms, and completeness; ensure document text and graphics adhere to corporate and organization guidelines and standards.
- Prepare documentation for payment of vendors, consultants, and suppliers; submit documentation and enter requests for payments into the Ariba accounting system; respond to inquiries from accounts payable and payees.
- Use appropriate tools for required work including Microsoft Outlook, Word, Excel, and PowerPoint to track, document, report data, and help maintain SharePoint and Yammer sites.
- Interface and communicate with internal and external customers; direct people to the appropriate resources.
- Understand the structure of the organization and develop a strong network across departments; draw on network to answer questions, solve problems, and successfully execute responsibilities.
- Demonstrate confidentiality in execution of all responsibilities.
- Ensure a clean and tidy office space.
- Perform other duties as required.
Minimum Requirements/Qualifications: |
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