Administrative Lead, Chief Development Office, Oncology

JOB SUMMARY

The Administrative Lead will report to the Manager, Late Stage Oncology Operations. The primary purpose of this position will be to provide comprehensive day-to-day administrative support to the Chief Development Officer. In this role, responsibilities include (but are not limited to) heavy calendar management, coordination of meetings, request and assembly of briefing materials, arranging travel and itineraries and expense report preparation. As a working professional, you will be expected to handle tasks independently and in a proactive manner. This position will also work on planning select meetings and events.

JOB RESPONSIBILITIES

• Proactively maintain complex calendar; anticipate conflicts and use diplomacy to resolve issues in advance.
• Coordinate travel arrangements (ground, air, rail) and provide detailed itineraries.
• Prepare and submit expense reports for review and perform reconciliations.
• Organize teleconferences, videoconference and in-person meetings and ensure all technologies needed are available and operational.
• Request and prepare daily briefing materials for meetings in advance.
• Maintain and replenish office supplies as needed.
• Manage and update distribution lists, organizational chart, key meetings document.
• Lead logistics and planning of meetings and events (e.g. LT meetings/team events, Year Beginning Meeting, Town Halls etc.).
• Serve as thought partner to the leadership to enhance culture and connectivity in the organization and conduct activities in support of this.
• Proactively and independently organizes and expedites workflow and initiates follow-up when necessary to ensure deadlines are met.
• Collaborate with administrative peers on department-wide initiatives and events as needed.

BASIC QUALIFICATIONS

• Bachelor’s degree preferred.
• 10 years administrative assistant experience preferred.
• Minimum of 5 years’ administrative experience supporting a Senior Leader preferred
• Experience that demonstrates ability to proactively carry out personal or Executive Assistant functions proficiently
• Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines
• Self-motivated and able to work independently as well as part of a team
• Excellent communication and interpersonal skills
• Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative
• Using good judgment while working with highly sensitive, confidential material and information
• Demonstrated strong self-starter, independent, pro-active, and self-motivated
• Must have the ability and professional demeanor to interface with senior management, international colleagues and important external stakeholders and must be able to exhibit good judgment in handling confidential information
• Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization
• Extremely detail oriented, quick learner and possess the ability to work under pressure for extended periods of time
• Proficiency in MS Word, OneNote, MS Teams, Excel, PowerPoint, and Outlook are essential

PREFERRED QUALIFICATIONS

• Multitask in a fast-paced dynamic environment while demonstrating a resourceful, positive attitude and superior work ethic.
• Knowledge of the pharmaceutical industry and healthcare environment
• Ability to identify priorities and exercise sound judgement in accomplishing work in appropriate order.
• Demonstrate speed and accuracy in administrative skills.
• Knowledge of Microsoft Office, Teams, teleconferencing programs and other internal Pfizer programs and systems.
• Handle all duties with a high degree of integrity, professionalism, and confidentiality.
• Comfortable interacting with senior leaders.
• Proficient writing, analytical and problem-solving skills.
• Ability to communicate effectively, follow oral and written instructions, and work well independently and proactively as well as part of a team.
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