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Pfizer · 3 weeks ago

Administrative Assistant: Global Obesity Portfolio Commercial Development

United States - New York - New York City

Full-time

Hybrid

Entry Level

$33.12/hr - $55.19/hr

2+ years exp

Pfizer is a global biopharmaceutical company, and they are seeking an Administrative Assistant to provide general administrative, project management, and leadership team coordination support for the Global Obesity Portfolio Commercial Development Lead and their team. This role involves interfacing with senior leaders, managing communications, and coordinating various projects and meetings.

BiotechnologyHealth CareMedicalPharmaceuticalPrecision Medicine

No H1B

Responsibilities

Provide project management support for defined ad hoc special projects

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, coordinating with Communications, HR and other partners when needed, drafting talking points and distributing final communication to appropriate audience

May be asked to participate in larger initiatives, such as strategic planning, cross functional meetings, global meetings, and aid with coordination, scheduling, and management of documents

Maintain calendars anticipate conflicts and coordinates across the functions, leadership team members effectively to resolve problems in advance

Assist with meeting scheduling and set-up for virtual or in-person meetings such as conference room reservations, teams meeting/webex set-up and associated meeting logistics (catering, supplies, etc.)

Coordinate team core and extended meeting agendas, collection of topics from team members, other topic dependent attendees, planning time allocation and agenda communication

Coordinate creating a Global Obesity Portfolio Commercial Development team calendar at a glance that highlights key dates, overlaps and travel schedules to enable advance planning and coordination for joint meetings, LT member participations

Assist in setting up and coordinate meetings with potential and existing partner companies and stakeholders

Provide phone screening coverage; arrange for visitor passes and access

Assist with periodic off-site sessions (including medical congress meetings) including agenda, speaker and activity coordination and all other technical and logistical arrangements

Support as needed adoption of specific team norms, communication through preferred channels and simplicity principles aligned across the obesity leadership team members

Coordinate detailed set of travel arrangements; prepare itineraries

Prepare timely expense reports, track reimbursements and ensure correct AMEX credits/debits by ensuring full compliance with Pfizer T&E guidelines

Prepare Purchase Orders and Project Estimates and handle coordination as needed, ensure proper invoice routing and tracking. Manage all Ariba and other pertinent system requests

Order supplies, equipment and other appropriate business purchases

Support meeting documentation and minutes/actions summary and follow-ups as needed

Ensure maintenance of important written and electronic communications, meeting minutes, reports, letters, forms, and up to date procedures

Assist in presentation design and report generation as needed

Qualification

MS Office ProficiencyProject ManagementCommunication SkillsResourcefulnessOrganizational SkillsInterpersonal SkillsTeam CoordinationJudgmentPfizer Systems ProficiencyInitiative

Required

Applicant must have a bachelor's degree with at least 2 years of experience; OR a master's degree with more than 0 year of experience; OR an associate's degree with 6 years of experience; OR a high school diploma (or equivalent) and 8 years of relevant experience

Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis

Excellent communication and interpersonal skills are required

Demonstrated resourcefulness, with ability to anticipate needs, prioritize responsibilities and take initiative

Proficiency in MS Teams, Outlook, MS Office programs are essential

Ability to work well under pressure

Strong organizational skills with a proven ability to prioritize and work independently

Proficiency in Pfizer systems

Based in the NY tri-state area