Administrative Assistant, Controllers

Pfizer • Tampa, FL

21h • Onsite

About The Position

The Administrative Assistant provides executive, operational, and administrative support to designated members of the Controllers Leadership Team and their teams. The role manages calendars, travel, leadership meetings and events, communications, organizational coordination, and colleague engagement activities across the Controllers organization and locations. Based in Tampa, the position coordinates site support across Tampa and Memphis in partnership with site leaders and local teams, supporting colleague engagement, site events, communications, operational logistics, leadership visits, and a consistent colleague and visitor experience. The role handles highly confidential information, including organization changes, headcount and attrition data, leadership planning, and sensitive people matters. It supports regional time zones, with periodic work outside U.S. business hours.

The position owns designated leaders’ calendars, coordinates recurring leadership forums and governance meetings, drafts and distributes communications, prepares HR and organizational materials, and manages expense reports and related administration. It plans domestic and international travel, leadership meetings, executive visits, town halls, and other events. It partners with local teams on colleague engagement and site culture programs; liaises with onsite facilities teams on space, catering, audiovisual setup, visitors, and crisis-management meeting coordination; and maintains site communications and digital channels.

The role produces headcount, new-hire, attrition, workforce-space reconciliation, organizational, and engagement reporting. It also supports budget reporting, purchase-order and cost tracking, invoice resolution, and expense documentation, but does not own a budget. The position is onsite in Tampa, with periodic travel to Memphis, a standard office environment, occasional extended hours and event-day work, and non-exempt status. Overtime must be pre-approved and recorded. Workday and Tririga access and a signed confidentiality attestation are required.

Requirements

• High school diploma or GED.
• At least 4 years of progressively responsible executive administrative experience supporting Vice President-level or more senior leaders; 2 years with a bachelor’s degree.
• Advanced Microsoft 365 skills, including Outlook delegate and calendar management, Teams, SharePoint, PowerPoint, and Excel (lookups, pivot tables, and reconciliations).
• Demonstrated experience managing complex calendars across multiple time zones, domestic and international travel, and multi-day leadership meetings or events.
• Proven judgment and discretion handling highly confidential business and people information.
• Strong written communication skills, including drafting executive and site-wide communications ready to send with minimal edits.
• Ability to work onsite in Tampa, Florida, flex hours to support regional time zones, and travel 10% to Memphis and to support leadership meetings.
• Permanent work authorization in the United States; U.S. work visa sponsorship is not available.
• Workday report access, Tririga access, and a signed confidentiality attestation are required.

Nice To Haves

• Bachelor’s degree in business, communications, or a related field.
• Experience in pharmaceutical, life sciences, or another regulated environment.
• Experience in a finance, accounting, or global business services organization.
• Experience with Workday reporting, Tririga or another workplace-management system, ServiceNow, expense and travel tools, and Viva Engage or Teams administration.
• Experience running colleague engagement or site community programs, including volunteer networks and recognition events.
• Working knowledge of purchase orders, accruals, and variance tracking.
• Curiosity and fluency with AI productivity tools and a record of simplifying recurring work.

Responsibilities

• Manage designated Leadership Team members’ calendars, including booking, moving, and declining meetings as a delegate.
• Coordinate recurring leadership meetings and forums, site organization-update sessions, colleague chats, skip-level meetings, and governance meetings with external parties.
• Support integration of newly absorbed teams through colleague sessions, organization announcements, and leadership communications.
• Act as a mailbox delegate and draft, proof, and distribute leadership and site communications.
• Prepare HR and organizational materials, including role descriptions, job-level comparisons, and org chart inputs.
• Prepare designated leaders’ expense reports and manage corporate card payments and professional memberships; approvals remain with the VP’s manager.
• Plan domestic and international travel, including flights, hotels, ground transportation, and site-visit itineraries.
• Plan and coordinate leadership in-person meetings at global sites, including agendas, logistics, transfers, attendee communications, and onsite coordination.
• Host executive and senior-leader visits to Tampa and Memphis, coordinating rooms, attendees, dining, and hotel room blocks.
• Organize leadership dinners, town halls, award-nominee luncheons, and retirement and farewell events.
• Coordinate event vendors through Procurement and approved channels; purchase orders and contracts must be handled by authorized personnel.
• Partner with site leaders and local teams on colleague engagement, community-building, culture, recognition, and colleague resource group initiatives.
• Coordinate volunteers, event planning, logistics, participation tracking, and follow-up for site programs; share successful practices across locations.
• Liaise with the onsite GWE team on space reservations, catering, and audiovisual setup; support space planning, site audits, compliance items, and vendor issues.
• Manage the visitor and guest experience for executive and external visitors at both sites.
• Support Tampa crisis-management planning by scheduling monthly Crisis Management Team meetings and assisting with coordination.
• Develop and publish site newsletters and communications, co-maintain digital platforms, and manage distribution lists, Teams channels, and Viva Engage communities.
• Produce site headcount, new-hire, and attrition reporting; reconcile Workday against Tririga monthly; and provide organizational and governance reporting data.
• Track participation and outcomes for site events and engagement programs and prepare data and slides for town halls and executive visits.
• Support budget reporting, including monthly variance analysis, forecasting, and accrual inputs; track purchase orders and costs, help resolve invoices, and maintain expense documentation.

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

What This Job Offers

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