Business Coordinator - US Vaccines - Consumer

ROLE SUMMARY

This role reports to the VP Vaccines Consumer Lead and will support the administrative and operational needs for the VP and additional LT member(s) within the consumer team.  This role will also be responsible for coordinating the budget for the team.

Administrative support includes calendar management, meeting coordination, travel planning, and expense reporting. Operational responsibilities include organizing team meetings and agendas, supporting team culture initiatives, and coordinating off-site and in-person events. Budget management will involve opening PO’s and partnering with Finance and Marketing to maintain detailed, up-to-date spreadsheets by brand and tactic to support monthly tracking, quarterly closes, latest estimate forecasts, reconciliations, and reallocations. The role may also support ad hoc initiatives as needed.

This role will partner with leaders and marketers across functions and must be able to work effectively at all levels of the organization. Strong communication skills, sound judgment in prioritizing commitments (meetings, projects, and deliverables), and proficiency in Excel is required. 

ROLE RESPONSIBILITIES

• Provide high-level administrative support to the VP and designated LT members, including complex calendar management across time zones and proactive conflict resolution.

• Coordinate key team meetings end-to-end: build agendas, manage pre-reads, capture decisions and action items, distribute notes, and drive follow-ups to closure.

• Manage end-to-end travel logistics (domestic and international), including itineraries, real-time changes, and traveler support.

• Prepare and submit expense reports and reconcile corporate card activity in alignment with policy and deadlines.

• Serve as the operational hub for the team—triage requests, manage priorities, and ensure projects and deliverables stay on track.

• Plan and execute off-sites and in-person meetings, and support team culture initiatives (space, AV, catering, communications, and onsite logistics).

• Coordinate team communications and maintain shared sites/resources to keep materials organized, current, and easy to access.

• Own team budget coordination: open and track PO’s, partner with Finance and Marketing, and maintain accurate trackers to support monthly tracking, quarterly close, latest estimate forecasts, reconciliations, and reallocations.

BASIC QUALIFICATIONS

• Bachelor’s degree with at least 2 years of experience; or a master’s degree with more than 0 years 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.

• 2+ 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 detailand to complete quality work on a timely basis

• Proficient in Microsoft Outlook, Excel, the Microsoft Office Suite and SharePoint

• Familiar with and able to use Pfizer internal systems such as PT&E, Ariba, etc.

• Experience with budget management and coordination

• 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

• Discretion and trustworthiness in dealing with confidential situations

PREFERRED QUALIFICATIONS

• 5+ years of administrative experience with prior experience supporting and working in a team environment preferred

• 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