Administrative Specialist

7 days ago

Boston, United States Pfizer Full time

All over the world, Pfizer colleagues work together to positively impact health for everyone, everywhere. Our colleagues have the opportunity to grow and develop a career that offers both individual and company success; be part of an ownership culture that values diversity and where all colleagues are energized and engaged and have the ability to impact the health and lives of millions of people. Pfizer, a global leader in the biopharmaceutical industry, is continuously seeking top talent who are inspired by our purpose to innovate to bring therapies to patients that significantly improve their lives. The Administrative Specialist will support members of the Global Site and Study Operations leadership team within the Pfizer Oncology Division's Clinical Development & Operation organization. The primary purpose of this position will be to provide comprehensive day-to-day administrative support as noted below. As a working professional, he/she will be expected to handle tasks independently and in a proactive manner. ROLE RESPONSIBILITIES Overall Administrative Support Manage calendars. Anticipate conflicts and proactively resolve problems in advance. Must be able to provide calendar support across time zones and adapt to both global and US hours based on the need of the requestor. Assist with meeting scheduling, conference room reservations, teleconference set-up and associated meeting logistics (catering, supplies, etc.) Coordinate meetings and support all aspects of meeting logistics. Provide support in meeting agenda and materials coordination and distribution, presentation/Teams management during the meeting, note-taking, and meeting summary distribution. Lead on scheduling panel and final interviews, and onboarding of internal and external hires as needed. Travel and Expenses Coordinate travel arrangements; potentially for multiple members of the team traveling together; prepare itineraries, if requested. Prepare expense reports in accordance with the expense reporting submission calendar. Track and review all expenses and reimbursements. Ability to travel, as needed, to Pfizer office and offsite locations (domestic/international). Process & Project Support Support project management, as requested. Assist with onboarding new colleagues, as requested. Manage resources on the teams SharePoint and Teams sites. Create and update team organizational charts and distribution lists as needed. Work closely with administrative staff across Pfizer Oncology Division and partner lines in other Divisions to coordinate work and provide backup to other administrative specialists ad hoc. Pfizer Oncology Division- Global Site and Study Operations Support In coordination with the leadership team or designated staff, arrange pan department events or collation/collection of information across the department. In coordination with leadership team members - Prepare briefing materials for key internal/external meetings, working across the leadership team and other leaders to obtain and validate necessary information. BASIC QUALIFICATIONS High school degree required. A minimum of five years of progressively responsible administrative experience. Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis. Excellent communication and interpersonal skills are required. Proactive calendar management. Demonstrated resourcefulness, with ability to anticipate needs, prioritize responsibilities and take initiative. Proficiency in MS Teams, Word, Excel, PowerPoint and Outlook are essential. Ability to work well under pressure and under non-traditional working hours on occasion. Strong organizational skills with a proven ability to prioritize and work independently. PREFERRED QUALIFICATIONS Advanced degree. Project management skills/experience. Proficiency in Pfizer systems. NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS Occasional travel to support face-to-face meetings, flexible work schedule to support meetings for global group when needed. Work Location Assignment: Hybrid Relocation assistance may be available based on business needs and/or eligibility. 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. #J-18808-Ljbffr

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