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Executive Administrative Assistant

4 months ago

New York, New York, United States Pfizer Full time

JOB SUMMARY

The primary focus of this position is to provide comprehensive day-to-day administrative support for the Senior Vice President & Head, Global Regulatory Sciences. Your strong communication and collaboration skills will help the team run operations efficiently. You will be the key point of contact of administrative activities and execution and partner closely with the Chief of Staff.

The ideal candidate is a proactive, independent, and self-motivated administrative professional that contributes high-quality results coupled with wider business process thinking, planning and input, based on advance knowledge of the business. The candidate must be able to prioritize and work independently while utilizing an extended network to answer questions outside of areas of expertise. The ability to identify problems and relevant issues in ambiguous situations and to handle multiple demands and priorities simultaneously are key competencies.

JOB RESPONSIBILITIES

Calendar Management & Coordination:


• Proactively maintain calendar for SVP & Head, Global Regulatory Sciences


• Schedules and coordinates meetings and required logistics (e.g. Teams, conference rooms)


• Handles highly confidential materials on a regular basis

Travel & Expenses:


• Proactively coordinate arrangements for complex global travel


• Coordinates with local administrative support to assist when leader is traveling to other Pfizer offices including securing office space, site access and onsite support as needed


• Prepares expense reports for approval, ensuring expenses are filed correctly and in a timely manner, complying with Pfizer Travel & Expense policies. Reconcile statements against actual travel expenses.

Daily Operations:


• Manage purchase orders from Ariba system and tracking of invoices


• Maintain and distribute up-to-date organizational contacts and distribution lists


• Support leadership team meeting agenda development and dissemination, assembly and posting of pre-read materials, capturing and tracking of meeting action items


• Create agendas, schedules appointments and issues meeting minutes for GRS Leadership Team meetings or as requested


• Manage the set-up for and logistics for offsite leadership team meetings, global town halls or as requested, including reserving conference rooms, ensuring proper set-up and catering when appropriate, and coordinating with administrative support colleagues across the organization


• Suggest and implement process improvements for administrative tasks carried out across the team and organization


• May assist with on-boarding of new hires, either colleague or contractor staff


• Organize and maintain online repository of documents to support daily business needs

Works in conjunction with network of PRD and GRS administrative support partners to ensure integrated and collaborative approach to support across the organization, align on best practices and business support deliverables.

QUALIFICATIONS / SKILLS

  • High School Diploma or equivalent (GED) or higher
  • A minimum of 8 years of experience in an administrative support role required
  • Administrative experience supporting senior leaders and experience supporting a large, global team managing multiple projects
  • Consistent demonstration of Pfizer's values and Actionable Attitudes
  • Proven track record of executing administrative duties as outlined above
  • Demonstrates expert knowledge and proficiency with general office procedures and programs within Microsoft Office (Outlook, Word, Excel, PowerPoint, Visio and SharePoint), PT&E, Ariba, Teams
  • Proactively balances task, activities and priorities for self and others
  • Conducts all activities and makes decisions that are in accordance with Company policies & SOPs, Pfizer Values & global regulatoryand environmental guidelines
  • Demonstrates an in-depth understanding of Pfizer organization structure

ORGANIZATIONAL RELATIONSHIPS

  • Reports to Senior Vice President & Head, Global Regulatory Sciences
  • Works in partnership with GRS Strategy & Transformation Lead

The salary for this position ranges from $34.71 to $60.85 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company's policies. 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 | ). Pfizer compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - New York - New York City location.

Relocation assistance may be available based on business needs and/or eligibility.

Sunshine Act

Pfizer reports payments and other transfers of value to health care providers as required by federal and state transparency laws and implementing regulations. These laws and regulations require Pfizer to provide government agencies with information such as a health care provider's name, address and the type of payments or other value received, generally for public disclosure. Subject to further legal review and statutory or regulatory clarification, which Pfizer intends to pursue, reimbursement of recruiting expenses for licensed physicians may constitute a reportable transfer of value under the federal transparency law commonly known as the Sunshine Act. Therefore, if you are a licensed physician who incurs recruiting expenses as a result of interviewing with Pfizer that we pay or reimburse, your name, address and the amount of payments made currently will be reported to the government. If you have questions regarding this matter, please do not hesitate to contact your Talent Acquisition representative.

EEO & Employment Eligibility

Pfizer is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status. Pfizer also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA. Pfizer is an E-Verify employer. This position requires permanent work authorization in the United States.

Administrative