Job Summary

The primary focus of this position is to provide comprehensive day-to-day administrative support for the Chief Internal Medicine Officer. Your strong communication and collaboration skills will help the team run operations efficiently. You will be the key point of contact of administrative activities and execution and partner closely with the Head of Operations.

The ideal candidate is a proactive, independent, and self-motivated administrative professional that contributes high-quality results coupled with wider business process thinking, planning and input, based on advanced knowledge of the business. The candidate must be able to prioritize and work independently while utilizing an extended network to answer questions outside of areas of expertise. The ability to identify problems and relevant issues in ambiguous situations and to handle multiple demands and priorities simultaneously are key competencies. 

Job Responsibilities

Calendar Management & Coordination: 

• Proactively maintain calendar for Chief Internal Medicine Officer
• Schedules and coordinates meetings and required logistics (e.g. Teams, conference rooms)
• Handles highly confidential materials on a regular basis  

 

Travel & Expenses:  

• Proactively coordinate arrangements for complex travel
• Coordinates with local administrative support to assist when leader is traveling to other Pfizer offices including securing office space, and onsite support as needed
• Prepares expense reports for approval, ensuring expenses are filed correctly and in a timely manner, complying with Pfizer Travel & Expense policies. Reconcile statements against actual travel expenses.  

 

Daily Operations: 

• Manage purchase orders from Ariba system and tracking of invoices
• Maintain and distribute up-to-date organizational contacts and distribution lists
• Support leadership team meeting agenda development and dissemination, assembly and posting of pre-read materials, capturing and tracking of meeting action items
• Create agendas, schedules appointments and issues meeting minutes for IM Leadership Team meetings or as requested  
• Manage the set-up for and logistics for offsite leadership team meetings, global town halls or as requested, including reserving conference rooms, ensuring proper set-up and catering when appropriate, and coordinating with administrative support colleagues across the organization
• Suggest and implement process improvements for administrative tasks carried out across the team and organization
• May assist with on-boarding of new hires, either colleague or contractor staff 
• Organize and maintain online repository of documents to support daily business needs
• Works in conjunction with network of R&D and Internal Medicine administrative support partners to ensure integrated and collaborative approach to support across the organization, align on best practices and business support deliverables.

Qualifications

• Consistent demonstration of Pfizer’s values
• Proven track record of executing administrative duties as outlined above
• Demonstrates expert knowledge and proficiency with general office procedures and programs within Microsoft Office (Outlook, Word, Excel, PowerPoint, Visio and SharePoint), PT&E, Ariba, Teams 
• Proactively balances tasks, activities and priorities for self and others  
• Conducts all activities and makes decisions that are in accordance with Company policies & SOPs, Pfizer Values & global regulatory and environmental guidelines 
• High School Diploma or equivalent (GED) or higher  
• A minimum of 8 years of experience in an administrative support role required  
• Administrative experience supporting senior leaders and experience supporting a large team managing multiple projects

Last Day to Apply: April 14, 2025

The salary for this position ranges from $32.46 to $54.10 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Com