Administrative Assistant, Global Medical Excellence and Innovation Job at Pfizer
ROLE SUMMARY
The primary responsibilities for the individual in this role are to provide comprehensive administrative support and focused operational support for the Medical Program, Project and Systems Management (MPPSM) team. Responsibilities will vary to include traditional administrative tasks in addition to broader requests such as handling off-site meeting planning, management of SharePoint sites and onboarding logistics for new colleagues. In addition, this colleague will assist the MPPSM Lead with meeting preparation including the creation of talking points and slide materials and coordinating with key functions as well as select projects. This individual will be expected to partner closely with other administrative and operations professionals to provide full coverage to the team and seamless support.
This individual will interface with senior leaders on a regular basis and must have the ability to work at all levels in the organization. The role requires excellent communication skills, analytical capabilities and strong judgment for prioritizing commitments (meetings, projects, work). In addition, the ideal candidate must have a team based approach to work, but must also have the appropriate judgment and initiative to function with limited oversight.
ROLE RESPONSIBILITIES
Advanced Operational Support
-
Provide project management support for defined ad hoc special projects with analytical skills required
-
Tracks decisions and outcomes from meetings, proactively follows up to ensure deliverables are met, prepares and drafts recommended agendas for key meetings, distributes meeting minutes
-
Manages internal communications cascades for the MPPSM Lead including establishing the timeline, coordinating with Communications, HR and other partners, drafting talking points and assisting with execution of the cascade
-
May be asked to participate in larger initiatives, such as Op Plan, and provide assistance with coordination, scheduling and management of documents
-
Maintain team SharePoint sites ensuring all documents are organized in a logical and easy to access manner; provides recommendations for enhancements and partners with others to implement
-
Able to edit and proofread, but also create documents with some guidance, using advanced Microsoft Office capabilities
Administrative
-
Make travel arrangements, including for complex international trips, provide detailed itineraries and prepare and submit expense reports and perform Amex reconciliation
-
Proactive calendar management including scheduling meetings and other events across multiple time zones, prepares needed materials in advance such as agendas, identifying and resolving calendar conflicts, etc
-
Provide full meeting support including reserving video conference rooms and ensuring proper set-up
-
Independently manages the set-up and logistics for large or off-site meetings, coordinating with Meeting Planning when appropriate
-
Process incoming and outgoing mail, including ability to handle time sensitive and confidential matters
-
Act as site contact for visitors; visitors passes/cross-site access /VC-meeting reservations/catering request/office space and any ad-hoc requests
-
Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met, particularly when leader is offsite
-
Manage purchase orders through Ariba system and tracking invoices as needed
-
Interface and engage with key stakeholders and make connections in order to enhance business outcomes
BASIC QUALIFICATIONS
-
3-5 years of administrative experience with prior experience supporting and working in a team environment preferred
-
Demonstrated ability to carry out administrative functions proficiently, with exceptional attention to detail and to complete quality work on a timely basis
-
Proficient in Microsoft Outlook, the Microsoft Office Suite and SharePoint
-
Familiar with and able to use Pfizer internal systems such as PT&E, Ariba, etc.
-
Strong organizational skills
-
Exceptional interpersonal and communication skills
-
Demonstrated ability to show good judgment and discretion
-
Strong project, time management and organizational skills – applies only the necessary amount of process to ensure alignment, while keeping things simple and fast
-
General knowledge of the pharmaceutical industry and healthcare environment
-
Demonstrated experience with strategic and operating plan processes
-
Discretion and trustworthiness in dealing with confidential situations
-
Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
-
Evaluates solutions for effectiveness and incorporates learnings into future work
-
Demonstrated ability to identify priorities and exercise sound judgment in accomplishing work in appropriate priority order, based on own assessment of urgency and importance to ensure deadlines are met and leaders are prepared.
-
Works well with staff located across various sites, as well as external contacts, to coordinate schedules and priorities
PREFERRED QUALIFICATIONS
-
Resourceful with ability to anticipate needs, manage multiple priorities with tight timelines and take initiative
-
Strong self-starter, independent and pro-active with proven ability to operate with minimal supervision and work well in team environment
-
Demonstrated ability to be a team player and remain calm under pressure
-
Models OWNIT! cultural attributes, Pfizer Values and Core Competencies
-
Demonstrated fluency and critical thinker; routinely brings multiple solutions and has thought through the pros and cons of available options
-
Exceptional influencer; able to make things happen without the benefit of direct leadership authority
-
Communicates well and with intent; listens for understanding, shares information appropriately and in a manner that ensures a high-degree of understanding and clarity
-
Strong personal network and evidence of teamwork in a matrix environment
-
A role model for OWNIT! and Straight Talk who helps to build these capabilities in the organization
PHYSICAL/MENTAL REQUIREMENTS
None
NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS
None
OTHER INFORMATION
-
Last Date to Apply: 2/20/23
Relocation assistance may be available based on business needs and/or eligibility.
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.
Please Note :
blog.nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blog.nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.