Administrative Assistant

Pfizer • New York City, NY

24d • $33 - $55

About The Position

This role reports to the Global Marketing Lead for inflammation and immunology within the CMO (Chief Marketing Office organization) and will support the administrative needs for the VP and additional LT member(s) within the inflammation and immunology team. Together with the other administrative professional on the team, she/he will function as an integrated team to ensure the smooth functioning of the team as well as drive efficiencies in administrative operations. The administrative professional will support the VP/Lead and LT members across both administrative (e.g., managing calendars/team meetings/travel/expense report etc.) and operational duties (e.g., operating plan, team culture initiatives, team site organization, townhalls etc.). In addition, they may also be required to support ad hoc initiatives as they arise. Given this team's global nature, this individual will interface with senior leaders across functions regularly and must be able to work with all levels in the organization. The role requires excellent communication skills, and strong judgement for prioritizing commitments (meetings, projects , work ). In addition, the ideal candidate must have a team-based approach to work but also have the appropriate judgment and initiative to function with limited oversight.

Requirements

• High School Diploma or GED
• 4+ years of administrative experience with prior experience supporting and working in a team environment preferred
• Demonstrated ability to carry out administrative functions proficiently, with exceptional attention to detail and to complete quality work on a timely basis
• Proficient in Microsoft Outlook, the Microsoft Office Suite and SharePoint
• Familiar with and able to use Pfizer internal systems such as PT&E, Ariba, etc.
• Experience with budget management and coordination
• Strong organizational skills
• Exceptional interpersonal and communication skills
• Demonstrated fluency and critical thinker; routinely brings multiple solutions and has thought through the pros and cons of available options
• Demonstrated ability to show good judgment and discretion
• Strong project, time management and organizational skills – applies only the necessary amount of process to ensure alignment, while keeping things simple and fast
• General knowledge of the pharmaceutical industry and healthcare environment
• Demonstrated experience with strategic and operating plan processes
• Discretion and trustworthiness in dealing with confidential situations

Nice To Haves

• 7+ years of administrative experience with prior experience supporting and working in a team environment preferred
• Resourceful with ability to anticipate needs, manage multiple priorities with tight timelines and take initiative
• Strong self-starter, independent and pro-active with proven ability to operate with minimal supervision and work well in team environment
• Demonstrated ability to be a team player and remain calm under pressure
• Models Pfizer Values
• Able to make things happen without the benefit of direct leadership authority
• Communicates well and with intent; listens for understanding, shares information appropriately and in a manner that ensures a high degree of understanding and clarity
• Strong personal network and evidence of teamwork in a matrix environment

Responsibilities

• Provide project management support for defined ad hoc special projects
• Tracks decisions and outcomes from meetings, proactively follows up to ensure deliverables are met, prepares and drafts recommended agendas for key meetings, distributes meeting minutes
• Manages internal communications, coordinating with Communications, HR and other partners when needed, drafting talking points and distributing final communication to appropriate audience
• May be asked to participate in larger initiatives, such as Op Plan, and aid with coordination, scheduling, and management of documents
• Maintain team sites ensuring all documents are organized in a logical and easy to access manner; provides recommendations for enhancements and partners with others to implement
• Coordinate and be part of team culture initiatives
• Able to edit and proofread, but also create documents with some guidance, using advanced Microsoft Office capabilities
• Make travel arrangements, including complex international trips, provide detailed itineraries and prepare and submit expense reports and perform Amex reconciliation
• Proactive calendar management including scheduling meetings and other events across multiple time zones, prepares needed materials in advance such as agendas, identifying and resolving calendar conflicts, etc.
• Provide full meeting support including reserving video conference rooms and ensuring proper set-up
• Independently manages the set-up and logistics for large or off-site meetings, coordinating with Meeting Planning when appropriate
• Process incoming and outgoing mail, including ability to handle time sensitive and confidential matters
• Act as site contact for visitors; visitors passes/cross-site access /VC-meeting reservations/catering request/office space and any ad-hoc requests
• Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met, particularly when leader is offsite
• Interface and engage with key stakeholders and make connections to enhance business outcomes.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees