Administrative Assistant: Global Obesity Portfolio Commercial Development

Pfizer • New York, NY

8d • $32 - $54 • Hybrid

About The Position

This role will report to Vicki Albrecht, Global Obesity Portfolio Commercial Development Lead. ROLE SUMMARY General administrative, project management and leadership team coordination support for the Global Obesity Portfolio Commercial Development Lead and their team. Given this team's global and cross-functional 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. ROLE RESPONSIBILITIES Operational and Team Support 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 strategic planning, cross functional meetings, global meetings, and aid with coordination, scheduling, and management of documents Calendars, contact and meeting management (internal and external) Maintain calendars anticipate conflicts and coordinates across the functions, leadership team members effectively to resolve problems in advance Assist with meeting scheduling and set-up for virtual or in-person meetings such as conference room reservations, teams meeting/webex set-up and associated meeting logistics (catering, supplies, etc.) Coordinate team core and extended meeting agendas, collection of topics from team members, other topic dependent attendees, planning time allocation and agenda communication Coordinate creating a Global Obesity Portfolio Commercial Development team calendar at a glance that highlights key dates, overlaps and travel schedules to enable advance planning and coordination for joint meetings, LT member participations Assist in setting up and coordinate meetings with potential and existing partner companies and stakeholders. Provide phone screening coverage; arrange for visitor passes and access Support Team Building, Culture and Adopting Light Speed Behaviors Assist with periodic off-site sessions (including medical congress meetings) including agenda, speaker and activity coordination and all other technical and logistical arrangements Support as needed adoption of specific team norms, communication through preferred channels and simplicity principles aligned across the obesity leadership team members Travel and expenses Coordinate detailed set of travel arrangements; prepare itineraries Prepare timely expense reports, track reimbursements and ensure correct AMEX credits/debits by ensuring full compliance with Pfizer T&E guidelines Project Management and process/systems support Prepare Purchase Orders and Project Estimates and handle coordination as needed, ensure proper invoice routing and tracking. Manage all Ariba and other pertinent system requests Order supplies, equipment and other appropriate business purchases Support meeting documentation and minutes/actions summary and follow-ups as needed Ensure maintenance of important written and electronic communications, meeting minutes, reports, letters, forms, and up to date procedures Assist in presentation design and report generation as needed

Requirements

• Applicant must have a bachelor's degree with at least 2 years of experience; OR a master's degree with more than 0 year of experience; OR an associate's degree with 6 years of experience; OR a high school diploma (or equivalent) and 8 years of relevant experience.
• Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis
• Excellent communication and interpersonal skills are required
• Demonstrated resourcefulness, with ability to anticipate needs, prioritize responsibilities and take initiative
• Proficiency in MS Teams, Outlook, MS Office programs are essential
• Ability to work well under pressure
• Strong organizational skills with a proven ability to prioritize and work independently
• Proficiency in Pfizer systems
• Based in the NY tri-state area

Nice To Haves

• Bachelor’s degree highly preferred
• Demonstrated project management skills strongly preferred
• Experience with Pfizer R&D and PGS systems and processes preferred

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 strategic planning, cross functional meetings, global meetings, and aid with coordination, scheduling, and management of documents
• Maintain calendars anticipate conflicts and coordinates across the functions, leadership team members effectively to resolve problems in advance
• Assist with meeting scheduling and set-up for virtual or in-person meetings such as conference room reservations, teams meeting/webex set-up and associated meeting logistics (catering, supplies, etc.)
• Coordinate team core and extended meeting agendas, collection of topics from team members, other topic dependent attendees, planning time allocation and agenda communication
• Coordinate creating a Global Obesity Portfolio Commercial Development team calendar at a glance that highlights key dates, overlaps and travel schedules to enable advance planning and coordination for joint meetings, LT member participations
• Assist in setting up and coordinate meetings with potential and existing partner companies and stakeholders.
• Provide phone screening coverage; arrange for visitor passes and access
• Assist with periodic off-site sessions (including medical congress meetings) including agenda, speaker and activity coordination and all other technical and logistical arrangements
• Support as needed adoption of specific team norms, communication through preferred channels and simplicity principles aligned across the obesity leadership team members
• Coordinate detailed set of travel arrangements; prepare itineraries
• Prepare timely expense reports, track reimbursements and ensure correct AMEX credits/debits by ensuring full compliance with Pfizer T&E guidelines
• Prepare Purchase Orders and Project Estimates and handle coordination as needed, ensure proper invoice routing and tracking.
• Manage all Ariba and other pertinent system requests
• Order supplies, equipment and other appropriate business purchases
• Support meeting documentation and minutes/actions summary and follow-ups as needed
• Ensure maintenance of important written and electronic communications, meeting minutes, reports, letters, forms, and up to date procedures
• Assist in presentation design and report generation as needed

Benefits

• this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies.
• We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments.
• Benefits offered include a 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, and health benefits to include medical, prescription drug, dental and vision coverage.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees