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Lead Administrative Support Specialist

1 week ago

Bothell, Washington, United States Pfizer Full time

Pfizer is seeking a talented Administrative Lead to join our team. In this role, you will be responsible for providing comprehensive administrative support to the Chief Development Officer, including calendar management, travel coordination, expense report preparation, and meeting planning.

Responsibilities and Expectations
  • Manage calendars, ensuring smooth scheduling and minimizing conflicts.
  • Coordinate travel arrangements, considering factors like time zones and jet lag.
  • Prepare and submit expense reports, reconciling discrepancies and ensuring accuracy.
  • Organize teleconferences, videoconferences, and in-person meetings, utilizing technology to enhance collaboration.
  • Request and prepare daily briefing materials for meetings, keeping stakeholders informed and engaged.
  • Maintain and replenish office supplies, streamlining inventory management for efficient operations.
  • Manage and update distribution lists, organizational charts, and key meeting documents to ensure seamless communication.
  • Lead logistics and planning for meetings and events, leveraging expertise to drive success.
  • Serve as a strategic advisor to leadership, providing insights on cultural initiatives and organizational development.
  • Proactively manage workflow, expediting tasks and ensuring deadlines are met while maintaining high-quality standards.
Qualifications and Requirements
  • Bachelor's degree preferred; 10 years of administrative experience or equivalent preferred.
  • Minimum of 5 years' experience supporting a senior leader or executive assistant role.
  • Demonstrate ability to proactively carry out personal or executive assistant functions proficiently.
  • Show resourcefulness, prioritizing responsibilities, managing multiple priorities with tight timelines.
  • Self-motivated and able to work independently as well as part of a team.
  • Excellent communication and interpersonal skills.
  • Demonstrated strong self-starter, independent, proactive, and self-motivated.
  • Able to interface with senior management, international colleagues, and external stakeholders, exercising good judgment when handling confidential information.
  • Possess excellent communication skills, responding professionally in verbal and written communications with all levels of the organization.
  • Extremely detail-oriented, quick learner, and able to work under pressure for extended periods.
  • Proficient in MS Word, OneNote, MS Teams, Excel, PowerPoint, and Outlook.