Administrative Assistant, Digital Products & Experiences

ROLE SUMMARY 

All over the world, Pfizer colleagues work together to positively impact health for everyone, everywhere. Our colleagues have the opportunity to grow and develop a career that offers both individual and company success; be part of an ownership culture that values diversity and where all colleagues are energized and engaged and have the ability to impact the health and lives of millions of people. Pfizer, a global leader in the biopharmaceutical industry, is continuously seeking top talent who are inspired by our purpose to innovate to bring therapies to patients that significantly improve their lives. 
 
This Administrative Assistant role will be responsible for providing administrative support to the Digital Products & Experiences Team in the Chief Marketing Office. The role involves leading and supporting several project initiatives as well as day-to-day administrative responsibilities 

ROLE RESPONSIBILITIES  

• Provide administrative support to the VP of Digital Products & Experiences with meeting planning, travel and expense reports. Schedule and coordinate team meetings, 1:1s, department meetings 

• Provide administrative support to Digital Products & Experiences Leads with travel and expense reports. Schedule and coordinate team meetings, 1:1s, department meetings, as needed some meeting management and logistics 

• Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.  

• Provide support for various team meetings, attend as requested, agenda development and distribution, meeting material coordination and distribution, presentations/Teams management during the meeting, note-taking, and meeting summary distribution.  

• Provide support for team's shared mailbox - including scheduling meetings, and workshops  

• Manage onsite logistics for in-person meetings with outside partners (including greeting external attendees or arranging for another colleague to greet and escort attendees to appropriate meeting room) 

• Work closely with outside vendors, providing support when needed with meeting scheduling and office space. 

• Assist with tracking POs, budget and invoices as requested by the team.  

• Lead or support different optional projects and initiatives. 

• Handle confidential matters on a regular basis.  

• Coordinate and provide key information to other business units as requested, and as appropriate.  

• Assist with onboarding of new colleagues as requested. 

• Update team organizational charts and distribution lists as requested. 

• Coordinate activities for complex meetings and events including ordering food and AV equipment, managing/setting up AV equipment on site, and handling issues for offsite meetings. 

• Work closely with the Administrative Assistants regarding coverage within the group; facilitate the overseeing of the Assistants and manage workflow. 

QUALIFICATIONS  

• Experience working at the executive administrative level at Pfizer, preferred   

• High school diploma or GED required; bachelor's degree preferred 

• 3-5 years of pharmaceutical industry experience. Pfizer experience preferred 

• 5+ years of experience as an executive administrative assistant or coordinator experience 

• Ability to work effectively in a team-based environment and partner with internal/external stakeholders 

• Self-starter, proactive, solution-seeking attitude, anticipating team needs and actively identifying opportunities to strengthen results 

• Strong verbal and written communication skills - ability to mobilize team members and engage leadership 

• Demonstrated project management experience 

• Business acumen, Decision making, and demonstrated flexibility 

• Ability to navigate internal organization/processes  

• Excellent judgment as well as the ability to work with extremely confidential documents and information and excellent follow-up skills  

• Strong working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and OneNote; in addition to Pfizer applications such as ePA3, Ariba, SharePoint &; Box.  

• Ability and willingness to handle special projects 

NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS  

• US Travel of up to 5% of the time. 

• Availability to work flexible hours (early AM, overtime, etc.) when needed but not likely to be frequent