Administrative Assistant

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Job Description

Role Summary

All over the world, Pfizer colleagues work together to positively impact health for everyone, everywhere. Our colleagues have the opportunity to grow and develop a career that offers both individual and company success; be part of an ownership culture that values diversity and where all colleagues are energized and engaged and have the ability to impact the health and lives of millions of people. Pfizer, a global leader in the biopharmaceutical industry, is continuously seeking top talent who are inspired by our purpose to innovate to bring therapies to patients that significantly improve their lives.

The Administrative Lead will report to the Vice President CRM and Audience Strategy. The primary purpose of this position will be to provide comprehensive day-to-day administrative support to the two leaders and their respective teams. In this role, responsibilities include (but are not limited to) calendar management, coordination of meetings, requests and assembly of briefing materials, arranging travel and expense report preparation. As a working professional, he/she will be expected to handle tasks independently and in a proactive manner. This position will also support the planning of select meetings and events.

ROLE RESPONSIBILTIES

Proactively maintain complex calendar; anticipate conflicts and use diplomacy to resolve issues in advanceProvide administrative support to the Vice President CRM and Audience Strategy; travel and expense reports. Schedule and coordinate team meetings, 1:1s, department meetings, as needed some meeting management and logisticsAbility to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.Provide administrative support to team agenda and sourcing lead, including calendar, travel and expense report support, and meetings.Provide support for various Leadership Team meetings, attend as requested, agenda development and distribution, meeting material coordination and distribution, presentations/Teams management during the meeting, note-taking, and meeting summary distribution.Work closely with outside vendors, providing support when needed with meeting scheduling and office space.Manage Purchase Order’s through the Ariba and ePA3 systems, also tracking payment of invoices as requested.Lead or support different optional projects and initiatives.Handle confidential matters on a regular basis.Coordinate and provide key information to other business units as requested, and as appropriate.Manage document resources on SharePoint site.Support project management as requested.Assist with onboarding of new colleagues as requested.Update team organizational charts and distribution lists as requested.Coordinate activities for complex meetings and events including ordering food and AV equipment, managing/setting up AV equipment on site, and handling issues for offsite meetings.Work closely with the Administrative Assistants with regard to coverage within the group; facilitate the overseeing of the Assistants and manage workflow.

Basic Qualifications

High School Diploma or GED4+ years of experience as an executive administrative assistant or coordinator experienceAbility to work effectively in a team-based environment and partner with internal/external stakeholdersSelf-starter, proactive, solution-seeking attitude, anticipating team needs and actively identifying opportunities to strengthen resultsStrong verbal and written communication skills – ability to mobilize team members and engage leadershipDemonstrated project management experienceBusiness acumen, Decision making, and demonstrated flexibilityAbility to navigate internal organization/processesExcellent judgment as well as the ability to work with extremely confidential documents and information and excellent follow-up skillsStrong working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and OneNote; in addition to Pfizer applications such as ePA3, Ariba, SharePoint &; Box.Ability and willingness to handle special projectsAvailability to work flexible hours (early AM, overtime, etc.) when needed but not likely to be frequent

Preferred Qualifications

5+ years of experience as an executive administrative assistant or coordinator experienceUndergraduate degree (BS/BA) or equivalent experience3-5 years of pharmaceutical industry experience preferredExperience working at the executive administrative level at Pfizer

Non-standard Work Schedule, Travel, Or Environment Requirements

US Travel of up to 5% of the time.

Additional Job Details:

Last Date to Apply for Job: June 12, 2024Work Location Assignment: On Premise 2.5-3 days a week NYHQEligible for employee referral bonus

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The salary for this position ranges from $31.99 to $53.31 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments. Benefits offered include a 401(k) plan with Pfizer Matching Contributions and an additional Pfizer Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Learn more at Pfizer Candidate Site – U.S. Benefits | (uscandidates.mypfizerbenefits.com). Pfizer compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States – New York – New York City location.

Relocation assistance may be available based on business needs and/or eligibility.

Sunshine Act

Pfizer reports payments and other transfers of value to health care providers as required by federal and state transparency laws and implementing regulations. These laws and regulations require Pfizer to provide government agencies with information such as a health care provider’s name, address and the type of payments or other value received, generally for public disclosure. Subject to further legal review and statutory or regulatory clarification, which Pfizer intends to pursue, reimbursement of recruiting expenses for licensed physicians may constitute a reportable transfer of value under the federal transparency law commonly known as the Sunshine Act. Therefore, if you are a licensed physician who incurs recruiting expenses as a result of interviewing with Pfizer that we pay or reimburse, your name, address and the amount of payments made currently will be reported to the government. If you have questions regarding this matter, please do not hesitate to contact your Talent Acquisition representative.

EEO & Employment Eligibility

Pfizer is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status. Pfizer also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA. Pfizer is an E-Verify employer. This position requires permanent work authorization in the United States.

Administrative