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Job Description

Takeda Pharmaceuticals

Business Coordinator, Budget Management

About the role:

The Administrative Assistant, Senior Support provides comprehensive administrative and secretarial services to the organization. This role supports senior executives by managing office operations, handling complex tasks, and engaging in strategic communications. By ensuring efficient office management and supporting various administrative functions, this role contributes to Takeda's mission.

How you will contribute:

• Responsible for project level financials, including but not limited to Purchase Orders (POs, Scopes of Work (SOWs), project budgets and operating expense allocation coordination and tracking
• Primary liaison between agencies, vendors, legal, multichannel marketing team budget owners, AP, purchasing, finance, accounting and procurement to resolve any issues regarding contracts, POs, gaiting, accruals and any additional inquiries that should arise such as payments
• Monitors of project spend against budget with reference to tracking code in SAP (ARIBA)
• Monitors submission of invoices from agencies/vendors and follows-up with relevant PDT team members prior to monthly close and 3 weeks prior to quarter close
• Prepare monthly budget reports to share with Multichannel Marketing Partners, Finance and Marketing Leads with commentary included on budget line items favorability/unfavorability
• Address team members questions on contracts, POs, accruals and budget tracking in a timely manner
• Drive maintenance of improvement processes; implements changes to improvement processes for direct responsibilities.
• Uses appropriate tools for required work including Microsoft Outlook, Word, Excel, and Power Point to track, document and report data.
• Business Systems Management (related to PDT commercial sponsorship activities)
• Administer the electronic approval system Sponsorship requests
• Ensure end users are properly trained on system’s functionality and process-related requirements, through delivery of formal hands-on training sessions
• Serve as a subject matter expert to address questions, provide advice, and conduct ad-hoc training
• Identify systematic and process issues and concerns through direct observation, monitoring and client feedback, and partner with the third party service provider(s) to develop and implement solutions
• Continuously monitor transactions to ensure reviewers and approvers are appropriate, documents are reviewed on a timely basis, approvals are appropriately stamped and exceptions are followed-up on and resolved, and activities are archived
• Develop reports to prepare reconciliations for aggregate spend reporting, business analytics, and exception reporting
• Provides administrative duties for the marketing team (calendar management, bookings, etc)
• Develops a strong network within the department; draws on network to answer questions and successfully execute responsibilities.
• Reviews documents and proofreads work for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards.
• Collects, reviews, enters, and formats accurate data into spreadsheets, databases, and other electronic tools.
• Performs other duties as required.

Minimum Requirements/Qualifications:

• High school diploma/GED required. Associates degree preferred.
• Minimum 5 years of relevant work experience particularly focused on budget management or equivalent combination of training and experience.
• Strong PC literacy with intermediate skills in Microsoft Outlook, Word, Excel or PowerPoint.
• Excellent verbal and written communication skills

Preferred:

• Experience with SAP Ariba preferred

More about us:

At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. Takeda is a patient-focused company that will inspire and empower you to grow through life-changing work.

Certified as a Global Top Employer, Takeda offers stimulating careers, encourages innovation, and strives for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

Takeda Compensation and Benefits Summary

For Location:

USA - MA - Cambridge - Kendall Square - 500

U.S. Hourly Wage Range:

$28.27 - $44.42

EEO Statement

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.

Locations

USA - MA - Cambridge - Kendall Square - 500

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time

Job Exempt

No

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.