Executive Administrative Assistant

Collegeville, Pennsylvania
Jul 30, 2021
Required Education
Bachelors Degree
Position Type
Full time
  • Provide administrative support for the Medical Development & Scientific/Clinical Affairs team
  • Manage complex and multifaceted travel required
    • This often includes complicated international travel, visa preparation, ground transportation, hotel reservations, various special requests as well as selecting restaurants/menus for various size groups and levels of management
    • Requires close coordination with various groups both in and outside of the company, including aviation, meeting planners, and local office colleagues
    • Some organization of meeting logistics internationally will be required
    • Flexibility required to deal with travel updates if schedules change both before and during trips
    • Manage travel off-hours including evenings, early morning and weekends
  • Responsible for all logistics of meetings including conference room reservations, teleconference, videoconference, food ordering and associated meeting logistics
  • Monitoring emails in the early morning and evening
  • Proactively prepare meeting materials in advance of key meetings
  • Use appropriate discretion and confidentiality in the management of information
  • Provide phone screening coverage
  • Arrange for visitor passes and building access
  • Prepare expense reports
  • Manage purchase orders through Ariba
  • Order office supplies and IT equipment as requested
  • Work closely with other Administrative Partners within the businesses
  • Ability to prepare and edit reports and presentations using Microsoft Office software; organize and maintain electronic files


  • Candidate should have 7-10 years administrative experience that demonstrates an ability to carry out all office functions proficiently and to complete quality work on a timely basis  
  • Demonstrated strong self-starter, independent, pro-active and self-motivated while having the flexibility to handle change calmly and professionally
  • Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative
  • Ability to work well both in team environment as well as operate independently with minimal supervision
  • Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization
  • Strong organizational knowledge of Pfizer headquarters environment, organization processes and procedures preferred
  • Use good judgment while working with sensitive, confidential material and information
  • Excellent attention to detail
  • Proficiency in MS Word, Excel, PowerPoint, and Outlook are essential; proficiency in Pfizer systems preferred
  • Ability to work flexible hours when needed

Other Job Details:

Last Day to Apply: August 5, 2021

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.