Administrative Assistant, Global Vaccines

Employer
Pfizer
Location
New York City, New York
Posted
Dec 06, 2021
Ref
4832340
Required Education
High School or equivalent
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 breakthroughs to people all over the world and making a positive difference. We need dedicated colleagues like you who are efficient, organized, and solutions-oriented, and collaborate well with others to achieve our purpose.

What You Will Achieve

This role provides administrative support to the VP for the Global RSV Vaccine Franchise and an expanding team of colleagues supporting the planned commercialization of the RSV vaccine. 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 who 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 people around the world.   

How You Will Achieve It
  • Manage complex global calendars, scheduling high-level, time-sensitive meetings with a large number of participants, often across timezones.

  • Assist with meeting scheduling, conference room reservations, teleconference set-up, external individual visit to the site and associated meeting logistics.

  • Create and maintain distribution lists, organizational charts and maintain electronic files / Microsoft Teams Channels. ​Support projects and initiatives as needed.

  • Manage travel arrangements and complete expense reports accurately and compliantly.

  • Provide ad hoc support to assist in simplifying work processes and improving the efficiency of the team.

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

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

  • 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.

QualificationsMust-Have
  • High School Diploma.

  • 4+ years of relevant experience.

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

  • Demonstrated experience coordinating domestic and international travel.

  • Demonstrated verbal and written communication skills

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

  • Manage own time, professional development and prioritize workflow.

  • Ability to take direction and work with minimal oversight; ability to work autonomously and exercise sound judgement and decision making skills.

  • Demonstrate expert knowledge and proficiency with general office procedures, such as telephone reception, customer service, e-mail etiquette etc.

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

Nice-to-Have
  • Bachelor's Degree.

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

  

NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS

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: December 20th, 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.

Administrative

#LI-PFE