Administrative Lead, Discovery Technologies

Pfizer•San Diego, CA

1d•$34 - $56•Onsite

About The Position

Use Your Power for Purpose A career with us is about discovering breakthroughs that change patients' lives. We need dedicated colleagues like you who are efficient, find solutions, and collaborate with others to achieve our purpose. A high-performing administrative team is essential to bringing those therapies to people all over the world and making a positive difference. Your role is crucial in ensuring that these life-changing therapies reach those in need, and your efficiency and problem-solving skills are key to our success. Join us in making a meaningful impact on patients' lives by being part of a team that values collaboration and dedication. What You Will Achieve Your strong communication and collaboration skills will enable the Oncology Discovery Technologies team to run efficiently. You will focus primarily on supporting the Vice President of Discovery Technologies (DT) and the DT Leadership team by providing outstanding administrative support and coordinating services including managing records and files, verifying data, coordinating department communications, and scheduling meetings. As part of the administrative support team, you act as an advisor to colleagues due to your comprehensive knowledge and skills in your area and understanding of the larger organization. You are innovative in identifying solutions to problems by taking a broader perspective that benefits the organization. You encourage collaboration and communication within the team and across groups to influence desired outcomes. You train others and provide guidance to the team that helps us achieve our goal of creating breakthroughs that change patients’ lives. You contribute to enhancing our high performing culture that reflects the Pfizer values of Courage, Excellence, Equity, and Joy. Your responsibilities will include: Provide comprehensive administrative support to business leaders, including managing records, verifying data, responding to emails, and scheduling meetings. Organize documents including Teams and Sharepoint sites, maintain an inventory of files including org chart, publication and presentation schedules, and distribution lists. Set up and execute logistics for internal and off-site meetings and identify cost-effective vendors for various activities. Coordinate visitors and schedule interviews including liaison with interviewers and candidates plus associated activities (travel, expenses, etc). Manage purchase orders through the Ariba system. Create agendas, schedule appointments, and issue meeting minutes. Contribute ideas toward new administrative procedures to enhance effectiveness of self and others within the department, foster positive group dynamics by developing professional relationships with internal stakeholders and external visitors, and negotiate timely execution of work while taking personal accountability for quality and professional development. Serve as the key point of contact for administrative activities ensuring smooth operations within the team. Implement process improvements for administrative tasks and resolve difficult issues with integrity and confidentiality. Ensure accuracy of work, use judgment to determine work methods, and proactively organize workflow. Lead others, monitor resources, provide input on performance assessments, and apply expertise to achieve broad objectives. Complete complex assignments independently, ensure nonstandard work is reviewed for compliance and quality, and often be designated as the lead for specific projects such as an innovative on-boarding process and supporting our move to new site.

Requirements

High School Diploma or GED with at least 6 years of experience providing administrative support or Bachelor's degree and at least 2 years of experience providing administrative support
Demonstrated planning and organizing skills with the ability to manage multiple tasks simultaneously
Proficiency in Microsoft Office Suite including Teams, Sharepoint, PowerPoint, Excel, and Word
Outstanding attention to detail, strong interpersonal skill, and ability to work with confidential documents and information
Strong communication and collaboration skills with ability to respond with professionalism in verbal and written communications.
Ability to carry out all office functions proficiently and complete quality work on a timely basis.
Proactive and flexible approach to work with an ability to initiate follow-up actions.
This position requires permanent work authorization in the United States.

Nice To Haves

Experience using common AI tools, including generative technologies such as ChatGPT or Microsoft Copilot, to support problem solving and enhance productivity.
Demonstrated curiosity for exploring how these tools can improve outcomes and understanding of responsible AI practices, including risk management and ethical use.
Prior experience as an Administrative Assistant supporting executive leadership in a global organization.
Knowledge of the pharmaceutical industry and healthcare environment.
Experience in training others and providing guidance to the team.
Candidate demonstrates a breadth of diverse leadership experiences and capabilities including: the ability to influence and collaborate with peers, develop and coach others, oversee and guide the work of other colleagues to achieve meaningful outcomes and create business impact.

Responsibilities

Provide comprehensive administrative support to business leaders, including managing records, verifying data, responding to emails, and scheduling meetings.
Organize documents including Teams and Sharepoint sites, maintain an inventory of files including org chart, publication and presentation schedules, and distribution lists.
Set up and execute logistics for internal and off-site meetings and identify cost-effective vendors for various activities.
Coordinate visitors and schedule interviews including liaison with interviewers and candidates plus associated activities (travel, expenses, etc).
Manage purchase orders through the Ariba system.
Create agendas, schedule appointments, and issue meeting minutes.
Contribute ideas toward new administrative procedures to enhance effectiveness of self and others within the department, foster positive group dynamics by developing professional relationships with internal stakeholders and external visitors, and negotiate timely execution of work while taking personal accountability for quality and professional development.
Serve as the key point of contact for administrative activities ensuring smooth operations within the team.
Implement process improvements for administrative tasks and resolve difficult issues with integrity and confidentiality.
Ensure accuracy of work, use judgment to determine work methods, and proactively organize workflow.
Lead others, monitor resources, provide input on performance assessments, and apply expertise to achieve broad objectives.
Complete complex assignments independently, ensure nonstandard work is reviewed for compliance and quality, and often be designated as the lead for specific projects such as an innovative on-boarding process and supporting our move to new site.

Benefits

In addition, 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.

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