Administrative Assistant, DEI, EF PX, and IC&CE

Pfizer • New York, NY

12d • $33 - $55 • Hybrid

About The Position

This Administrative Assistant (AA) role is responsible for supporting the Enabling Functions (EF) PX / Internal Communications & Colleague Engagement (IC&CE) team and the Diversity, Equity and Inclusion (DEI) team in executing overall administrative duties. The AA will report to the Vice President, EF PX and IC&CE, and will also provide support on projects working with those across the EF PX / IC&CE team. They will also provide support to the Global Chief Diversity, Equity, Inclusion Officer and will support projects across the Diversity, Equity, and Inclusion team ROLE RESPONSIBILITIES Work with EF PX/IC&CE VP and team to provide support in the following areas: Prioritize and manage key administrative duties in an efficient and timely manner, including expense reports, SOW submissions, meetings/calendar management, and travel arrangements. Provide administrative support to EF PX / IC&CE team members on occasion for meeting planning, scheduling, travel and expenses. Manage the issuing of correspondence on behalf of the CEO mailbox to large colleague audiences, including all colleagues globally. Requires expert knowledge of the OnMessage platform and process, and close coordination with External comms partners and other key internal functions who create content for large colleague audiences. Work closely with colleagues supporting the Office of the CEO and the Chief People Experience Officer to ensure open lines of communication and coordinated efforts around enterprise communications work. Develop and maintain a clear understanding of overall processes to deliver enterprise communications to the organization by utilizing various comms channels, such as email, Teams, and Viva Engage (Yammer). Serve as the team expert on OnMessage and distribution practices. Provide support on occasion to the PfizerWorld intranet site by uploading articles and pulling analytics. Serve as the key contact for the Pfizer eSign system and process. Responsible for issuing PX News email communications and Fuse News articles to defined colleague audiences via OnMessage, working closely with the PX News subject matter experts and IC&CE team member to ensure that the information in distributed accurately and in a timely manner. Provide backup support for PX News Viva Engage (or similar) posts. Provide support to team members across EF PX / IC&CE where needed on key projects Participate in EF PX / IC&CE meetings, which may include creative brainstorming sessions, PX or internal communications planning, and event planning. Work with EF PX / IC&CE team on coordination of key events such as Blueprint Leaders’ meetings, Pfizer Live, and other ad hoc all-colleague events and engagements. Ability to work on weekends, and/or early mornings to issue key communications from CEO or other leaders, on occasion. Work with the Global Chief Diversity, Equity, and Inclusion Officer and team to provide support in the following areas: Prioritize and manage key administrative duties in an efficient and timely manner, including expense reports, SOW/Invoice submissions, meetings/calendar management, and travel arrangements. Assist in meeting planning, scheduling, and travel arrangements for the Global Chief Diversity, Equity, and Inclusion Officer. Support the Global Chief Diversity, Equity, and Inclusion Officer and their team members on key projects as needed. Participate in meetings and collaborate with the Global Chief Diversity, Equity, and Inclusion Officer team on diversity, equity, and inclusion initiatives. Assist in coordinating key diversity, equity, and inclusion events, such as workshops, training sessions, and diversity celebrations. Help maintain and update diversity, equity, and inclusion related resources, including the Diversity, Equity, and Inclusion Hub, training materials, policies, meeting agenda, and notes. Conduct research and gather data on diversity, equity, and inclusion best practices, industry trends, and benchmarking information. Assist in preparing presentations, speaking remark arrangements, reports, and other materials related to diversity, equity, and inclusion initiatives. Handle confidential and sensitive information with utmost discretion and professionalism. Be available to work early mornings on occasion to support key events.

Requirements

• High School Diploma or GED
• 4+ years' experience
• Previous experience that demonstrates ability to proactively carry out administrative functions proficiently, and to complete quality work in a timely manner
• Excellent attention to detail, time management, organization, and prioritization skills.
• Demonstrate expert knowledge and proficiency with general office procedures, such as telephone reception, customer service, e-mail etiquette etc.
• Demonstrated experience coordinating domestic and international travel
• Demonstrated verbal and written communication skills
• Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook

Nice To Haves

• Exhibits strong writing skills.
• Able to interact with all levels of the organization and relay information on behalf of IC&CE with tact and confidence.
• Able to accurately manage and track team financials (budget, projected expenses, payments) and manage project financials and documentation (Statements of Work, POs, invoices).
• Strong Microsoft 365 skills (Word, PowerPoint, Excel, Teams, etc.) including formatting capabilities.
• Able to handle highly sensitive information and situations effectively and with appropriate discretion.
• Able to organize and prioritize work, meet deadlines, problem solve, be flexible and work independently.
• Able to identify and follow a set timeline for approval and distribution of information, planning and scheduling
• Foster teamwork and collaboration to contribute to a positive workplace.
• Work well and collaborate with colleagues across the company.
• Represent IC&CE as a creative, innovative and forward-thinking team that delivers stellar communications information to colleagues.
• Ability to pivot to different projects, as needed.
• Works well under pressure.
• Multi-tasks effectively.
• Excellent communications professional with proven track-record of success in working with senior leaders and providing stellar, innovative communications support to organizations.
• Experience with financial/project systems, e.g., SAP, Taulia.
• Bachelor's Degree

Responsibilities

• Prioritize and manage key administrative duties in an efficient and timely manner, including expense reports, SOW submissions, meetings/calendar management, and travel arrangements.
• Provide administrative support to EF PX / IC&CE team members on occasion for meeting planning, scheduling, travel and expenses.
• Manage the issuing of correspondence on behalf of the CEO mailbox to large colleague audiences, including all colleagues globally.
• Work closely with colleagues supporting the Office of the CEO and the Chief People Experience Officer to ensure open lines of communication and coordinated efforts around enterprise communications work.
• Develop and maintain a clear understanding of overall processes to deliver enterprise communications to the organization by utilizing various comms channels, such as email, Teams, and Viva Engage (Yammer).
• Serve as the team expert on OnMessage and distribution practices.
• Provide support on occasion to the PfizerWorld intranet site by uploading articles and pulling analytics.
• Serve as the key contact for the Pfizer eSign system and process.
• Responsible for issuing PX News email communications and Fuse News articles to defined colleague audiences via OnMessage, working closely with the PX News subject matter experts and IC&CE team member to ensure that the information in distributed accurately and in a timely manner.
• Provide backup support for PX News Viva Engage (or similar) posts.
• Provide support to team members across EF PX / IC&CE where needed on key projects
• Participate in EF PX / IC&CE meetings, which may include creative brainstorming sessions, PX or internal communications planning, and event planning.
• Work with EF PX / IC&CE team on coordination of key events such as Blueprint Leaders’ meetings, Pfizer Live, and other ad hoc all-colleague events and engagements.
• Ability to work on weekends, and/or early mornings to issue key communications from CEO or other leaders, on occasion.
• Assist in meeting planning, scheduling, and travel arrangements for the Global Chief Diversity, Equity, and Inclusion Officer.
• Support the Global Chief Diversity, Equity, and Inclusion Officer and their team members on key projects as needed.
• Participate in meetings and collaborate with the Global Chief Diversity, Equity, and Inclusion Officer team on diversity, equity, and inclusion initiatives.
• Assist in coordinating key diversity, equity, and inclusion events, such as workshops, training sessions, and diversity celebrations.
• Help maintain and update diversity, equity, and inclusion related resources, including the Diversity, Equity, and Inclusion Hub, training materials, policies, meeting agenda, and notes.
• Conduct research and gather data on diversity, equity, and inclusion best practices, industry trends, and benchmarking information.
• Assist in preparing presentations, speaking remark arrangements, reports, and other materials related to diversity, equity, and inclusion initiatives.
• Handle confidential and sensitive information with utmost discretion and professionalism.
• Be available to work early mornings on occasion to support key events.

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