Administrative Assistant, US Medical Affairs, Specialty Care

Pfizer • New York City, NY

11h • Onsite

About The Position

The Administrative Assistant, US Medical Affairs, Specialty Care provides a full range of administrative support to HQ Medical Leads and Medical Team colleagues. Responsibilities include project coordination, calendar and meeting management, and coordination with other internal support functions. The ideal candidate can multi-task in a variety of situations and respond in a timely manner to changes in priorities.

Requirements

• High School Diploma required and 4+ years of experience as an administrative assistant or coordinator
• Experience working at the executive administrative level at Pfizer preferred; At least 2 years with Pfizer preferred
• Undergraduate degree (BS/BA) or equivalent experience preferred
• Strong verbal and written communication skills — ability to mobilize team members and engage leadership.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote, CoPilot) and Pfizer applications including ePAY3, Ariba, and SharePoint; SharePoint site management experience preferred.
• Excellent judgment and ability to work with confidential documents and information.
• Strong interpersonal skills.
• Problem solving ability.
• Demonstrated ability to proactively carry out 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 with general office procedures such as telephone reception, customer service, and e-mail etiquette.
• Experience coordinating domestic and international travel.
• Permanent work authorization in the United States.

Nice To Haves

• Experience working at the executive administrative level at Pfizer preferred
• 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 designated Operational Excellence colleagues on administrative and/or logistical needs for the optimal operation of the team.
• Schedule and coordinate team meetings, 1:1s, department meetings, and meeting management/logistics.
• Arrange domestic and international travel (flights, hotels, ground transportation); prepare and submit PT&E expense reports, ensuring timely reimbursements and CITI card reconciliation in compliance with Pfizer T&E guidelines.
• Monitor and track department travel budgets.
• Provide support for various medical team meetings; attend as requested, including agenda development and distribution, meeting material coordination, presentations and virtual meeting management, note-taking, and meeting summary distribution.
• Work closely with outside vendors, providing support when needed with meeting scheduling and office space.
• Manage Purchase Orders through the Ariba system; track payment of invoices as requested.
• Lead or support medical operational projects and initiatives.
• Handle confidential matters and coordinate key information to other business units as requested and as appropriate.
• Manage document resources on SharePoint and support maintenance of shared Teams channels and folders.
• Assist with onboarding and offboarding of colleagues, including system access, welcome materials, and training assignments.
• Update team organizational charts and distribution lists.
• Coordinate activities for complex meetings and events including ordering food and AV equipment, managing/setting up AV equipment onsite, and handling issues for offsite meetings.
• Support team engagement and culture initiatives, including organizing celebrations, team events, and colleague recognition activities.

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