Executive Operations Assistant

Pfizer • New York City, NY

8h • $36 - $63 • Onsite

About The Position

This role is part of Executive Operations & Corporate Communications (EOCC) and will provide administrative and office services of a highly complex and critical nature. This role combines administrative excellence with the ability to leverage AI and technology to streamline operations, enhance communication, and optimize work processes. The ideal candidate is proactive, tech forward, deeply organized, change agile and capable of anticipating needs in a complex, fast moving environment. The person in this role is expected to work autonomously with exceptional professionalism and attention to detail in a fast-paced environment with sometimes time-sensitive, confidential, and urgent situations. The person in this role will also be expected to think creatively about how we can continue to run the office more efficiently. This role will work closely with the Chief of Staff to the CEO, Executive Assistant to the CEO, Sr. Director, Executive Operations and collaborate regularly with other ELT offices. The role required frequent on-site attendance at the NYHQ office aligned with the CEO’s schedule and team support needs. Flexible work hours required (early mornings, evenings and/or weekends, as needed)

Requirements

• Bachelor’s degree required
• 10+ years of work experience with 3-5 years providing executive level support
• Tech-savvy and growth-minded, comfortably using AI tools and cloud-based platforms for writing, research, analysis, scheduling
• Adaptable with technology workflows
• Ability to carry out all office and administrative functions proficiently, with high quality on a timely basis
• Experience working with Senior leaders and/or C-suite executives is preferred.
• Advanced proficiency with Microsoft 365, Teams, Outlook, OneNote, SharePoint, and meeting management tools.
• Proficiency in systems commonly used at Pfizer (e.g., Ariba, SharePoint, Concur, Workday)
• Excellent written, oral, communication skills and interpersonal skills and ability to build relationships and leverage resources across the organization
• High degree of professional maturity and presence
• Exhibits strong collaboration skills and ability to engage across multiple functions and businesses
• Ability to work across different cultures and with a variety of leaders from different backgrounds and experiences
• Responsive, professional and courteous demeanor in all interactions in line with our values
• Discretion and the ability to deal with confidential information

Nice To Haves

• Experience working with Senior leaders and/or C-suite executives is preferred.

Responsibilities

• Responsible for all meeting logistics including conference room reservations, connection details, food ordering, visitor registration, security coordination and other associated meeting logistics.
• Coordinate travel planning including support for itinerary management, aviation coordination, ground transportation, hotel booking and restaurant reservations. This may include complex international travel, personal/family travel, visa preparation, etc.
• Responsible for executive floor management including room reservations, supplies, catering, safety trainings, etc., by liaising with Workplace Experience, Security and other related parties
• Use AI and cloud-based platforms to facilitate writing, scheduling and research needs
• Proactively organize and prepare meeting materials (briefings, note cards, etc.)
• Support CEO record keeping, governance and attendance, travel planning, agenda preparation and execution.
• Support briefing process, including preparation, research and OneNote management
• Support purchase order creation and invoice processing
• Support executive reward tickets program coordination and ticket distribution
• Support executive correspondence process including triaging electronic and physical mail, and sending invitation responses
• Manage and prioritize high volume of emails including expediting flow of work items, and initiating follow-up when necessary
• Use appropriate discretion in the management of information and stakeholders.
• Support Executive Assistant to the CEO with scheduling and calendar management and related responsibilities when necessary
• Prepare and edit reports and presentations using Microsoft Office software as needed
• Proactively coordinate and provide key information to ELT offices and other business units as appropriate.
• Work closely with other Administrative Partners within Digital and across the Executive Leadership Team
• Work on ad hoc projects and continuous enhancement of operations as technology and the needs of office evolve

Benefits

• 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.
• Learn more at Pfizer Candidate Site – U.S. Benefits | (uscandidates.mypfizerbenefits.com).
• Pfizer compensation structures and benefit packages are aligned based on the location of hire.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level