Administrative Lead

Administrative Lead, Clinical Development & Operations Quality

The primary focus of this position is to provide comprehensive day-to-day administrative support for the Head of Clinical Development & Operations Quality. Your ability to thrive in a fast-paced environment, along with your strong communication and collaboration skills, will help our global team run operations efficiently. You will be the key point of contact for administrative activities and execution.

The ideal candidate is a proactive, independent, highly organized 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 effectively and work independently while leveraging an extended network to answer questions outside of areas of expertise. Success in this role requires the ability to operate effectively in a fast paced, dynamic environment, proactively identifying problems and relevant issues in ambiguous situations and to handle multiple demands and priorities simultaneously are key competencies. The candidate should feel empowered to contribute new ideas, and foster enthusiasm and culture within the department. Exceptional networking, interpersonal, and communication skills combined with meticulous attention to details are essential.

Job Responsibilities

Calendar Management & Coordination

• Proactively maintain calendar for Head of Clinical Development & Operations Quality with a forward looking approach, including regular updates of stakeholder map and timely coordination of all meeting logistics.

• Schedule, coordinate, and document required meetings logistics (e.g. Teams/hybrid meetings, conference rooms, catering, hotel accommodations), for all meetings on and/or offsite.

•  Manage highly confidential and sensitive materials with discretion, sound judgment, and strict adherence to confidentiality protocols.

Travel & Expenses

• Proactively research travel options and manage end-to-end logistics for complex, global business travel, ensuring real-time monitoring on the day of travel and communicating updates or adjustments as needed.  

• Coordinate with local, global administrative partners to assist when leader is traveling to other Pfizer offices including securing office space, arranging on-site meetings with local stakeholders and colleagues (inclusive of all onsite support as needed)

• Prepare 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 invoice tracking

• Maintain and distribute organizational reports, professional records, training reports, distribution and stakeholder lists, etc.

• Support CDOQ leadership team meeting planning (hybrid and face-to-face) – including management of logistics for offsite leadership team meetings, global town halls or as requested, including reserving conference rooms, ensuring proper conference room and digital set-up and catering, coordinating with administrative support colleagues across the organization, and identifying cost-effective vendors.

• Suggest and implement process improvements for administrative tasks carried out across the team and CDOQ organization

• Assist with on-boarding of new hires, either colleague or contractor staff 

• Organize and maintain an online repository of documents to support daily business needs

• Work closely with network of CD&O administrative support partners to ensure an integrated, consistent, and collaborative approach across the organization, aligning on best practices and shared deliverables.

• Facilitate local site activities and host support for other visiting leaders.

Qualifications

• High School Diploma or equivalent (GED) or higher  

• A minimum of 6 years of experience in an administrative support role required  

• Prior administrative experience supporting senior leaders and supporting large global teams, managing multiple projects in a fast-paced environment.

• Established track record of executing complex administrative duties and coordinating multiple competing priorities with accuracy and timeliness for self and others.

• Consistent demonstration of Pfizer’s values and Actionable Attitudes

• Expert knowledge and proficiency with general office procedures and programs within Microsoft Office (Out