Commercial Administrative Coordinator Jobs

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The Neuroscience Coordinator role is a critical support role to the Commercial Team for Neuroscience and Vaccines as well as tertiary support for cross-functional team members and for other departments when needed. This role is an executive support to the VP and to the Leadership team. The role is a hybrid (2-3 days in office per week) role requiring in-office support on days when there are meetings or training. This job has internal and external communication and therefore the candidate must have a superior level of communication, attention to detail as well as focus on customer service.
Key Responsibilities

• Logistical support Regional / International medical congresses as required (led by Marketing and/or Sales).
• Prepares reports, letters, spreadsheets, charts and correspondence for the sales team
• Support the new hire on-boarding process for new sales reps, scheduling on-boarding orientation and training. Support management on completion of off boarding for employees who leave the company.
• Be the head office liaison to the field/cross functional teams for any needs from the office
• Coordination of travel arrangements and assistance in various projects.
• Provides ongoing support to the VP, Director of Sales, Marketing, Commercial Field Managers, Senior Rep Leads and the Field team as well as our external contract Field team
• Identifies and responds to external customer inquiries
• Knowledge and ability to use CONCUR expense and travel booking system for entering various staff expenses and booking flights as appropriate or managing changes
• Responsible for administration of all sponsorships coming into Takeda related to Neuroscience. This process involves dealing with external stakeholders, managing all required documentation, ensuring compliance to pharma/Biotech standards, gaining appropriate sign off and tracking of budget related to these spends
• Management of scheduling of cross functional team meetings and collecting agenda items ahead, disseminating information to the team ahead, creating an agenda, gathering slides, logistics for room booking and set up/online MS Teams capabilities and in some cases catering where appropriate
• Works closely with department to scheduling and manage on-going trainings to ensure employees are up to date with relevant training requirements
• Administration of all financial documentation including tracking spends (work closely with Finance), set up Vendors, create purchase orders and track spend / accrue at month and report progress monthly – through SAP system
• Responds to internal customer inquiries as it relates to Neuroscience / Vaccines Business unit
• Actively participate on the Administrators group focusing on issues management, systems improvement and in some cases aid in training some reps on systems
• Leads for planning logistics for BU Meetings and Trainings
• Potential for giving additional support to other departments when workloads allow, and the need exists

Competencies Technical/Functional (Line) Expertise

• Marketing System – ZINC
• Excellent communication skills (both verbal and written)
• Workday
• Communication IT – MS TEAMs
• Microsoft Office applications to maintain files and develop presentations
• Computer skills (MS OFFICE) to create documents, conduct research and manage budgets and project timelines
• Sales System – VEEVA/SMILE
• Project management skills to ensure projects remain within budget and on schedule
• Financial Systems SAP, ARIBA, CONTIKI

Education, Experience & Skills

• Background in excellent customer experience is an asset
• Strong organization and interpersonal skills to work in a multi-functional team environment
• Willingness to travel to various meetings, including overnight trips. (~10%)
• 2-3 years’ experience in pharmaceutical industry or related area and experience as an executive administrator are assets
• Bilingualism (French/English) is a strong asset
• Completion of University Degree or College Diploma

Locations
Toronto, Canada
Worker Type
Employee
Worker Sub-Type
Regular
Time Type
Full time