Administrative Assistant, US Medical Affairs, US Obesity and Field Medical

Pfizer • New York City, NY

2d • Hybrid

About The Position

The Administrative Assistant, US Medical Affairs, Obesity & Field Medical provides comprehensive administrative support to the VP US Obesity, VP US Field Medical lead, and Medical Team colleagues. The role coordinates projects, calendars, meetings, travel, expenses, and logistics while working with internal support functions and outside vendors. The successful candidate can manage multiple tasks and respond promptly to shifting priorities.

The position is hybrid, requiring on-site work two to three days per week. It is based in New York City, New York. The hourly salary range is $33.12 to $55.19, with eligibility for overtime, weekend, holiday, and other pay premiums depending on schedule and company policy. Pfizer offers benefits including retirement contributions, paid time off, caregiver/parental and medical leave, and medical, prescription drug, dental, and vision coverage. Relocation is not offered for this position. Candidates must have permanent U.S. work authorization; visa sponsorship is unavailable.

Requirements

• High school diploma required.
• At least 4 years of experience as an administrative assistant or coordinator.
• Strong verbal and written communication skills, including the ability to mobilize team members and engage leadership.
• Strong working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, Teams, OneNote, and CoPilot, and Pfizer applications including ePAY3, Ariba, and SharePoint.
• Excellent judgment and ability to work with confidential documents and information.
• Strong interpersonal skills.
• Problem-solving ability.
• Demonstrated ability to proactively perform administrative functions proficiently and complete quality work in a timely manner.
• Excellent attention to detail, time management, organization, and prioritization skills.
• Expert knowledge and proficiency in general office procedures, including telephone reception, customer service, and email etiquette.
• Experience coordinating domestic and international travel.
• Permanent authorization to work in the United States.

Nice To Haves

• Experience at the executive administrative level at Pfizer; at least 2 years with Pfizer preferred.
• Undergraduate degree (BS/BA) or equivalent experience preferred.
• SharePoint site management experience preferred.

Responsibilities

• Provide administrative support to Medical Leads and team members, including travel and expense report support.
• Collaborate with Operational Excellence colleagues on administrative and logistical needs to support team operations.
• Schedule and coordinate team meetings, one-on-ones, department meetings, and related logistics.
• Arrange domestic and international travel, including flights, hotels, and ground transportation; prepare and submit PT&E expense reports; support timely reimbursements and CITI card reconciliation in compliance with Pfizer guidelines.
• Monitor and track department travel budgets.
• Support medical team meetings by developing and distributing agendas, coordinating materials and presentations, managing virtual meetings, taking notes, and distributing summaries; attend meetings as requested.
• Coordinate with outside vendors on meeting scheduling and office space needs.
• Manage Purchase Orders through Ariba and track invoice payments as requested.
• Lead or support medical operational projects and initiatives.
• Handle confidential matters and coordinate appropriate key information with other business units.
• Manage document resources on SharePoint and maintain shared Teams channels and folders.
• Assist with colleague onboarding and offboarding, including system access, welcome materials, and training assignments.
• Update team organizational charts and distribution lists.
• Coordinate complex meetings and events, including ordering food and audiovisual equipment, setting up and managing audiovisual equipment onsite, and resolving issues for offsite meetings.
• Support team engagement and culture initiatives, including celebrations, team events, and colleague recognition activities.

Benefits

• 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
• Medical, prescription drug, dental, and vision coverage
• Eligibility for overtime, weekend, holiday, and other pay premiums depending on work schedule and company policies

What This Job Offers

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