AQDS Administrative Lead

Pfizer•Cambridge, MA

8d•$32 - $54•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 help the administrative team to run its operations efficiently. You will focus primarily on supporting business leaders by providing administrative support activities and coordinates services either internally or through an outsourced service. You will also be responsible for managing records and files, verifying data, responding to mail and scheduling meetings, amongst other things. You will be the key point of contact for administrative activities and execution. As part of the administrative support team, you are recognized as an advisor to other colleagues in your group 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. How You Will Achieve It Maintain complex calendars involving key internal and external stakeholders, travel considerations and planning, and any time-sensitive matters that arise. Create agendas, schedule appointments and issue meeting minutes when appropriate or as requested for meetings and conference calls. Suggest and implement process improvements for administrative tasks carried out across the department. Facilitate resolution of difficult issues and problems that arise within scope of responsibilities. Handle all duties with a high degree of integrity, professionalism and confidentiality. Organize documents and maintain an inventory of electronic and hard copy files allowing for easy access. Provide administrative/secretarial support and serve as backup administrative/secretarial support in the absence of other administrative colleagues. Support projects and initiatives as needed, which may include creation of POs, ePays, Funding Requests, Engage Plus entries, Ariba tracking, and vendor credentialing systems. Manage set-up and logistics for large or off-site meetings. Identify, evaluate, and partner with cost-effective vendors in the execution of the activities Ensure accuracy of work and use judgment to determine work methods in different situations. Proactively and independently organize and expedite workflow and initiate follow-up, particularly when leader is offsite. Contribute ideas, fostering pace and enthusiasm, negotiating timely execution of work. Take personal accountability for quality of own work that impacts the department, manages own time, professional development, prioritize workflow. Create and maintain distribution lists, organizational charts and electronic files. Timely and accurate preparation of expense reports. Assist with new hires including arranging interviews, facilitating internal transfers, and on-boarding external hires. Assist with communications

Requirements

High School Diploma or GED
At least 6 years of experience providing support to senior level professionals
Demonstrated planning and organizing skills
Demonstrated administrative experience with an ability to carry out all office functions proficiently, and to complete quality work on a timely basis
Excellent attention to detail and interpersonal skills
Excellent judgment as well as the ability to work with confidential documents and information
Demonstrated ability to work effectively independently and within a team setting
Proficiency in Microsoft Office Suite required, especially PowerPoint, Excel, Word, SharePoint, Teams, and other features
Ability and willingness to learn internal software and applications as required
Willingness to work additional hours as needed

Nice To Haves

Bachelor’s Degree
Prior experience as an Administrative Assistant supporting executive leadership in a global organization
Knowledge of the pharmaceutical industry and healthcare environment
Experience with Ariba

Responsibilities

Maintain complex calendars involving key internal and external stakeholders, travel considerations and planning, and any time-sensitive matters that arise.
Create agendas, schedule appointments and issue meeting minutes when appropriate or as requested for meetings and conference calls.
Suggest and implement process improvements for administrative tasks carried out across the department.
Facilitate resolution of difficult issues and problems that arise within scope of responsibilities.
Handle all duties with a high degree of integrity, professionalism and confidentiality.
Organize documents and maintain an inventory of electronic and hard copy files allowing for easy access.
Provide administrative/secretarial support and serve as backup administrative/secretarial support in the absence of other administrative colleagues.
Support projects and initiatives as needed, which may include creation of POs, ePays, Funding Requests, Engage Plus entries, Ariba tracking, and vendor credentialing systems.
Manage set-up and logistics for large or off-site meetings.
Identify, evaluate, and partner with cost-effective vendors in the execution of the activities
Ensure accuracy of work and use judgment to determine work methods in different situations.
Proactively and independently organize and expedite workflow and initiate follow-up, particularly when leader is offsite.
Contribute ideas, fostering pace and enthusiasm, negotiating timely execution of work.
Take personal accountability for quality of own work that impacts the department, manages own time, professional development, prioritize workflow.
Create and maintain distribution lists, organizational charts and electronic files.
Timely and accurate preparation of expense reports.
Assist with new hires including arranging interviews, facilitating internal transfers, and on-boarding external hires.
Assist with communications

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

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