Administrative Lead

Pfizer • Groton, CT

4d • Onsite

About The Position

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.

Requirements

• High School Diploma or GED with at least 6 years of experience
• Demonstrated planning and organizing skills
• Proficiency in Microsoft Office Suite, especially PowerPoint, Excel, and Word
• Excellent attention to detail and interpersonal skills
• Ability to work with confidential documents and information
• Strong communication and collaboration skills
• Ability to carry out all office functions proficiently and complete quality work on a timely basis

Nice To Haves

• Prior experience as an Administrative Assistant supporting executive leadership in a global organization
• Knowledge of the pharmaceutical industry
• Experience in training others and providing guidance to the team
• Strong organizational skills and the ability to manage multiple tasks simultaneously
• Proactive approach to work and the ability to initiate follow-up actions
• 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

Responsibilities

• Provide comprehensive administrative support to assigned leaders and colleagues, including maintaining e-files/records, verifying data, responding to routine inquiries, and gathering/compiling information relevant to the group.
• Maintain complex calendars: accept/decline appointments, anticipate conflicts, prioritize requests, and resolve scheduling issues proactively using diplomacy and sound judgment.
• Provide end-to-end meeting support (in-person/Teams/teleconference), including agenda development and distribution, coordinating materials, capturing and distributing minutes, and driving follow-up actions to closure.
• Implement process improvements and anticipate/resolve a broad range of problems or conflicts (e.g., meeting conflicts, overlapping deadlines, IT issues, and team interactions), operating with integrity, discretion, and confidentiality.
• Organize documents and maintain inventories of files, office supplies, and equipment; initiate and track purchase orders through the ARIBA system and support ordering/inventory control as needed.
• Provide copying, scanning, and printing support to assigned leaders and colleagues to enable timely distribution and completion of materials.
• Provide support for facility requests and workspace needs, coordinating with appropriate partners to resolve issues and maintain business continuity.
• Coordinate visits of external individuals to the site, including scheduling, logistics, and any required onsite arrangements.
• Provide support and input in ENGAGE PLUS (on behalf of business colleagues) for contracts with Healthcare Providers and Key Opinion Leaders (KOLs), as applicable.
• Support the QMS07 Professional Records process, ensuring information is complete, accurate, and handled appropriately.
• Coordinate activities for meetings and events (onsite and offsite), including contingency planning, proactive problem solving, and arranging cost-effective vendors (e.g., food, A/V, room setup, and other logistics).
• Handle the full spectrum of travel arrangements and itineraries, including researching/booking flights, hotels, and ground transportation; managing cross-site access; and supporting passport/visa documentation, with contingency planning for ad hoc issues.
• Prepare, submit, and reconcile expense reports, including gathering receipts and charge details and completing credit card reconciliation in alignment with applicable policies and timelines.
• Take personal accountability for the quality of your work and its impact on the department; ensure accuracy, use judgment to determine appropriate work methods, and proactively organize workflow and priorities.
• Independently plan and execute work to meet assigned objectives, and provide backup support to other administrative colleagues during absences or as business needs require.
• Guide others through administrative processes and best practices, helping to balance tasks and priorities for yourself and others to support smooth day-to-day operations.
• Complete complex assignments independently, proactively escalate risks and constraints, and serve as a lead for specific projects or initiatives when designated.

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
• health benefits to include medical, prescription drug, dental and vision coverage
• eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies
• 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