Administrative Assistant, Digital Products & Experiences

Pfizer • New York City, NY

13d • Hybrid

About The Position

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. This Administrative Assistant role will be responsible for providing administrative support to the Digital Products & Experiences Team in the Chief Marketing Office. The role involves leading and supporting several project initiatives as well as day-to-day administrative responsibilities.

Requirements

• High school diploma or GED required; bachelor's degree preferred
• 3-5 years of pharmaceutical industry experience.
• Pfizer experience preferred
• 5+ years of experience as an executive administrative assistant or coordinator experience
• Ability to work effectively in a team-based environment and partner with internal/external stakeholders
• Self-starter, proactive, solution-seeking attitude, anticipating team needs and actively identifying opportunities to strengthen results
• Strong verbal and written communication skills - ability to mobilize team members and engage leadership
• Demonstrated project management experience
• Business acumen, Decision making, and demonstrated flexibility
• Ability to navigate internal organization/processes
• Excellent judgment as well as the ability to work with extremely confidential documents and information and excellent follow-up skills
• Strong 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 projects
• US Travel of up to 5% of the time.
• Availability to work flexible hours (early AM, overtime, etc.) when needed but not likely to be frequent
• Candidates must be authorized to be employed in the U.S. by any employer.
• U.S. work visa sponsorship (such as TN, O-1, H-1B, etc.) is not available for this role now or in the future.
• This position requires permanent work authorization in the United States.

Nice To Haves

• Experience working at the executive administrative level at Pfizer, preferred

Responsibilities

• Provide administrative support to the VP of Digital Products & Experiences with meeting planning, travel and expense reports.
• Schedule and coordinate team meetings, 1:1s, department meetings
• Provide administrative support to Digital Products & Experiences Leads with travel and expense reports.
• Schedule and coordinate team meetings, 1:1s, department meetings, as needed some meeting management and logistics
• Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
• Provide support for various 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.
• Provide support for team's shared mailbox - including scheduling meetings, and workshops
• Manage onsite logistics for in-person meetings with outside partners (including greeting external attendees or arranging for another colleague to greet and escort attendees to appropriate meeting room)
• Work closely with outside vendors, providing support when needed with meeting scheduling and office space.
• Assist with tracking POs, budget and invoices as requested by the team.
• 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 .
• 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 regarding coverage within the group; facilitate the overseeing of the Assistants and manage workflow.

Benefits

• eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies
• 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
• health benefits to include medical, prescription drug, dental and vision coverage
• Relocation assistance may be available based on business needs and/or eligibility.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED