Administrative Lead (Secondment - 5 Months)

Pfizer•New York City, NY

12d•Hybrid

About The Position

We are seeking a fast learning, technology proficient candidate to work in a high impact role across a team of professionals. The Coordinator will be a critical member of the Business Development (BD) team, coordinating operations and managing project tracking in addition to all standard administrative tasks. He/she will also serve as a key administrative point of contact for the Pfizer Business Development team based in New York. As such we expect this individual to reflect a positive presence for Pfizer BD and represent our interests and partnership values, especially when interacting with potential partners and advisors. The primary responsibilities will be to support the VP R&D Business Development, along with 10-15 other BD colleagues. Activities will include calendar scheduling, expense management and reporting, management of team activities, occasional project management, coordination with administrative personnel in other functions, and implementation of efficiency initiatives, as well as other complex work. She/he must be independent, proactive, and self-motivated with strong analytical, organizational, interpersonal and communication skills, both written and verbal. This individual will interface with senior leaders and external companies and must have the ability to work at all levels in the organization. The role requires high technical proficiency, excellent communication skills, discretion and strong judgment for prioritizing commitments (meetings, projects, work).

Requirements

Require High School Diploma or GED with 6+ years of experience.
High level of proficiency with computers
Strong project, time management and organizational skills – applies only the necessary amount of process to ensure alignment, while keeping things simple and fast.
Proficient in Microsoft Outlook, the Microsoft Office Suite, Microsoft Teams, and document sharing sites, such as Box, SharePoint; familiar with and able to use Pfizer internal systems such as PT&E, Ariba, etc.
Strong organizational skills
Exceptional interpersonal and communication skills.
Demonstrated ability to show good judgment and discretion; discretion and trustworthiness in dealing with confidential situations.
Ability to work at all levels of the organization.

Nice To Haves

Knowledge of the pharmaceutical industry and healthcare environment.

Responsibilities

Team Operations / Meetings Support: Support one VP and broader NY based BD team with scheduling, project management, expense management or other activities as required.
Manage admin needs for a team of 10-15 colleagues.
If located at NYHQ serve as point of contact for NY based BD team to all external parties/visitors.
Proactive calendar management, scheduling meetings and other events across multiple time zones, preparing needed material such as agendas/objectives, identifying and resolving calendar conflicts, etc.
Provide full meeting support including reserving video conference rooms, ensuring proper set-up and catering needs, acting as site contact for external visitors.
Assist with onboarding of new hires, either colleague, contractors, interns, etc.
Manage event planning when needed (team/department meetings, team building events, conference events with external parties, etc).
Work with Global Operations to manage departmental office space and moves.
Support technology solutions to improve team productivity, including ordering hardware and helping to liaise and troubleshoot with Business Technology.
Metrics / Data Management: Assist in maintaining inventory of all project flow in deal tracking system.
Help manage routine agreement execution and progress.
Help manage data vendors and group licenses (Bloomberg, Thomson Reuters, etc.) in coordination with Operations lead.
Maintain departmental online storage folders (Teams, SharePoint, Box, etc.) and distribution lists.