Administrative Assistant, Vaccines Biopharma

New York City, New York
Oct 08, 2021
Required Education
Bachelors Degree
Position Type
Full time

Why Patients Need You

A career with us is about discovering breakthroughs that change patients’ lives. A high performing administrative team is essential to bringing those therapies to people all over the world and making a positive difference.  We need dedicated colleagues like you who are efficient, find solutions and collaborate with others to achieve our purpose.

Role summary

This role provides administrative support to the VP for Vaccines Commercial Development and the VP for Vaccines Meningococcal/FSME and their New York based team members, reporting into to the VP for Vaccines Commercial Development

Responsibilities will vary to include traditional administrative tasks (such as managing calendars, scheduling travel and meetings, expense reports, etc.) to handling off-site meeting planning, management of Microsoft Teams Sites and onboarding logistics for new colleagues. This individual will be expected to partner closely with other administrative and operations professionals to provide full coverage to the team and seamless support.

To be successful in this role candidates should be well organized professionals that can work autonomously in a highly complex environment. Your strong communication and collaboration skills will be required to coordinate cross-functional teams and engage with a diverse set of stakeholders. You will be proactive in identifying problems and providing potential solutions to improve the work effectiveness of the team members that you are supporting. At the same time you bring joy to your teams and contribute to a culture of positivity and inclusion.

Through your hard work you will help Pfizer achieve its mission and bring breakthroughs to patients across the globe.

Detailed role responsibilities​

  • Manage complex global calendars, scheduling high-level, time-sensitive meetings with a large number of participants

  • Organize and support team meetings (agenda, minutes and follow-up)

  • Support both VPs in planning and tracking key processes such as Operating Plan, Objective Setting and HR related activities. This include identification of key process steps, associated calendar planning and tracking of execution

  • Manage travel arrangements and complete expenses.

  • Manage incoming/outgoing mail, including the appropriate handling of sensitive and confidential correspondence.

  • Create and maintain distribution lists, organizational charts and maintain electronic files. Support projects and initiatives as needed.

  • Manage meeting minutes, meeting follow-ups and expedite flow of work.

  • Manage purchase orders through the system and track invoices.

  • Provide back-up assistance in the absence of other administrative colleagues.



  • Work well in self-directed environment, with minimal instruction, assumes increased levels of responsibility and takes accountability for decisions and outcomes.

  • Manage own time, professional development and prioritize workflow.

  • Ability to work autonomously with little direction, based on sound judgement and decision making skills

  • High School diploma

  • 1-2 years' professional experience

  • Previous experience that demonstrates ability to proactively carry out administrative functions proficiently, and to complete quality work in a timely manner

  • Excellent attention to detail, time management, organization, and prioritization skills.

  • Demonstrate expert knowledge and proficiency with general office procedures

  • Demonstrated experience coordinating domestic and international travel

  • Demonstrated verbal and written communication skills

  • Strong working knowledge of Microsoft Office programs, especially Outlook, Teams and OneNote and has a general ability to operate electronically


  • Bachelors degree

  • Experience using applications, such as Concur, WebEx and Ariba



At times flexibility for work outside standard working hours is required, e.g. to support colleague travel

Other Job Details:

  • Last Date to Apply for Job: October 22, 2021

  • Eligible for Relocation Package: No

  • Elegible for Employee Referal Bonus: Yes

  • #LI-PFE

Pfizer requires all U.S. new hires to be fully vaccinated for COVID-19 prior to the first date of employment.  As required by applicable law, Pfizer will consider requests for Reasonable Accommodations.

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.