Administrative Lead

Pfizer • New York, NY

4d • Hybrid

About The Position

A career with us is about discovering breakthroughs that change patients' lives. Our high-performing administrative team plays a crucial role in delivering these therapies to people worldwide, making a significant positive impact. We seek dedicated colleagues like you who are efficient, solution-oriented, and collaborative to help us achieve our mission. Your contributions are essential in ensuring that we bring life-changing treatments to those in need, fostering a healthier world. Join us in making a difference and be part of a team that values innovation, teamwork, and dedication. The Administrative Lead reports directly to the VP, Head of Agent Product Management. This position is responsible for comprehensive administrative support, including calendar management, meeting coordination, preparation of briefing materials, travel arrangements, and expense reporting. The role requires proactive problem-solving, independent task management, and the ability to anticipate and address the needs of the team. Additional responsibilities include supporting the planning and execution of meetings and events, managing purchase orders and invoices, and collaborating with internal and external stakeholders.

Requirements

• 4+ years of experience as an executive administrative assistant or coordinator.
• High School diploma required.
• Ability to work effectively in a team-based environment and partner with internal/external stakeholders.
• Self-starter, proactive, solution-seeking attitude, anticipating team needs and actively identifying opportunities to strengthen results.
• Strong verbal and written communication skills — ability to mobilize team members and engage leadership.
• Demonstrated project management experience.
• Business acumen, decision making, and demonstrated flexibility.
• Ability to navigate internal organization/processes.
• Excellent judgment as well as the ability to work with extremely confidential documents and information, and excellent follow-up skills.
• Strong working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and OneNote; in addition to Pfizer applications such as ePA3, Ariba, SharePoint.
• Ability and willingness to handle special projects.
• Permanent work authorization in the United States.

Nice To Haves

• Undergraduate degree (BS/BA) or equivalent experience.
• 3–5 years of pharmaceutical industry experience preferred.
• Experience working at the executive administrative level at Pfizer
• Proactive in sharing knowledge and expertise with others
• Ability to represent your department on cross-functional teams
• 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 high-level administrative support to the VP, Head of Product Management, including calendar, travel, and expense management.
• Coordinate and manage meetings, including agenda development, material distribution, and logistics for both in-person and virtual events.
• Maintain complex calendars, resolve scheduling conflicts diplomatically, and ensure seamless workflow.
• Support project management, special initiatives, and cross-functional communication as needed.
• Build and maintain positive relationships with the internal and external executive offices.
• Oversee administrative coverage within the group and facilitate workflow among assistants.
• Manage purchase orders and invoice tracking through Ariba and ePA3 systems.
• Uphold confidentiality and exercise sound judgment in all matters.
• Support day-to-day logistics for AI events including room bookings, AV setup, catering, and guest access.
• Maintain and update event trackers, shared calendars, and contact databases.
• Serve as the on-site point of contact on event day, managing setup through teardown.
• Coordinate with building management and security for visitor registration and access.
• Process expense reports and purchase orders related to event activities.
• Organize and coordinate meeting and travel arrangements both in-house and off-site from other Pfizer locations.
• Support regional events like meetings, calls, and training sessions by tracking attendance, coordinating technical requirements, distributing presentations, and managing ad hoc special projects with strategic and analytical skills.
• Demonstrated AI aptitude: comfort learning and applying AI tools in daily work to improve output quality and execution velocity (Claude, Copilot etc..)

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.
• 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