Company Name: Takeda
Location: Boston, MA
Type: Full Time
Job Description:
About The Role
- The purpose of this position is to provide a high level of strategic, consultative meeting planning expertise for all aspects of the global meeting planning relationships required by Takeda Company including the program management, planning, budget, third party relationships, meeting execution and program close-out tasks.
- Guide management at all levels to complete necessary objectives related to meetings and travel including TET Meetings held globally including Japan
- Independently supervise and manage vendors and temporary staff to complete tasks related to project.
- This position may act as the full-service planner or use third parties to meet the business needs.
- Manage multiple clients / cultures / languages / currency / time zones
How You Will Contribute
- Independently provide consultative guidance to US and Global based clients to define, develop, execute and manage meeting strategy to achieve meeting goals and expectations. Working across various cultures, languages and time zones.
- Responsible for the execution of all Global Corporate Meetings. Stakeholders are representative of all corporate functions including but not limited to Finance, HR, Communications, IT, GREFP, Biolife, Plasma Derived Therapies, and R&D.
- Key point of contact for executing meetings hosted by members of the Takeda Executive Team and Chief Executive Officer. Meeting scope includes Global function group meetings, Board of Director Meetings, and Takeda Leadership Conferences.
- Provides meeting leadership and recommends/advises client of all meeting required venue, logistics and ancillary services to ensure a successful outcome including but not limited to; audiovisual and presentation management, attendance management, cost proposals, budget reconciliations, timelines, program evaluations and follow-up. Provides global oversight to how these factors differentiate between regions.
- Develops, manages and monitors detailed meeting budgets, control documents and financial data reports/analysis. Demonstrates knowledge of global currencies and exchange rates. Ensures compliance in regards to complex regulations that vary per country on HCP spend.
- Manages post-event activities that include invoice management and program assessment from the event delivery perspective.
- Ability to be self directed and work independently
- Accountable for risk management associated with ensuring all aspects of meeting logistics are in compliance with Takeda corporate policies. Working knowledge of the continuing changing European Commission rules and regulations and their impact on Takeda hosted events.
- Negotiates all meeting venue related contract terms and conditions to minimize risk and cost to Takeda
- Provides meeting planning best practice training for administrative assistants responsible for planning and coordinating travel and local meetings.
- Support special projects to support the overall corporate strategy, as requested.
CORE ELEMENTS RELATED TO THIS ROLE
- Adapts meeting support strategy to meet unique requirements in a multi-national meeting environment specific to cultural diversity, varying currencies, fluctuating political climates, language barriers and time zone differences.
- Independently supervise and manage vendors and temporary staff to complete tasks related to project. This position may act as the full-service planner or use third parties to meet the business needs.
- Highly organized with the ability to manage ongoing conflicting workload demands of both planned and short lead time requests in a fast paced environment
- Managing multiple global meetings of significant complexity.
DIMENSIONS AND ASPECTS
Leadership
- Builds, maintains and influences relationships with internal business clients. High degree of interaction with senior executives. Maintain confidentiality of sensitive/critical data. Works as a partner with members of the TET in the strategic execution of Takeda meetings and events.
- Manages external vendor relationships and clearly communicates all agreements and directives. Coaches vendors on all domestic and international compliance policies and the successful execution of all logistical details. Monitors and manages performance of suppliers to ensure uninterrupted service.
Decision-making and Autonomy
- Proactively anticipates the needs of the client, identifies and addresses potential issues, makes well reasoned decisions to propose effective solutions and/or give direction to resolve the issue to ensure a positive end result.
Interaction
- Must demonstrate collaborative style and consultative approach with ability to recommend influence/ negotiate.
- Must demonstrate excellent, confident interpersonal, written and verbal communication skills
Innovation
- As a Strategic Business Partner, generates ideas and applies innovative approaches that create value for the business meeting venue.
- Serve as a SME in Meeting Planning platforms and technologies by keeping current on innovative advances within the Pharma/Healthcare industry. Implements and manages Global Meetings Technology for all M&E groups globally including but not limited to USBU OBU and PVPS.
- Ability to identify and solve problems through innovative approach and proven problem solving skills
Complexity
- Adapts meeting support strategy to meet unique requirements in a multi-national meeting environment specific to cultural diversity, varying currencies, fluctuating political climates, language barriers and time zone differences.
- Manage multiple types of meetings in a highly regulated environment ensuring adherence to the different global policies and compliance for the Global Healthcare community.
- Strong project and process management skills; ability to handle multiple tasks, competing priorities and meet deadlines while maintaining quality and accuracy
Required
Minimum Requirements/Qualifications
- Bachelor’s degree with a minimum of 5 to 7 years of progressively responsible professional meeting planning experience in a corporate and/or service provider environment or 15 years of progressively responsible meeting planning experience in a corporate or consulting environment
- Consultative approach and experience in program management, planning, detailed program budgets, third party relationships, meeting execution, contract negotiations, and risk management
- 5 years International Meeting Planning experience excluding the Americas and Canada. Must include experience and interaction with multi-national stakeholders and attendees.
Preferred
- Pharmaceutical meeting planning experience highly desirable.
- Multi-lingual preferred
- Advanced Proficiency in Cvent Enterprise and Meetings Management Technology
Additional Information
- Physical Demands Ability to lift up to 25lb boxes and be able to be on your feet for long periods of time
- Travel Requirements 50% – 60% overnight travel including International destinations; must be able to work flexible hours including occasionally weekends and evenings. Ability to drive or fly to various meetings
What Takeda can Offer you
- Comprehensive Healthcare Medical, Dental, and Vision
- Financial Planning & Stability 401(k) with company match and Annual Retirement Contribution Plan
- Health & Wellness programs including onsite flu shots and health screenings
- Generous time off for vacation and the option to purchase additional vacation days
- Community Outreach Programs and company match of charitable contributions
- Family Planning Support
- Tuition reimbursement
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.