Administrative Lead, Oncology Field Medical

The Administrative Lead will serve as a pivotal member of the US Oncology Field Medical Organization, reporting directly to the US Oncology Field Medical Head. This role is responsible for delivering comprehensive and proactive day-to-day administrative support, ensuring the seamless operation of our field medical team. As the key point of contact for all administrative activities, the Administrative Lead will play a critical role in optimizing team efficiency and fostering a collaborative, high-performing environment.

The ideal candidate is an independent, highly organized, and self-motivated administrative professional with a demonstrated ability to thrive in a fast-paced and dynamic setting. Success in this role requires exceptional communication, networking, and interpersonal skills; meticulous attention to detail; and the ability to manage multiple priorities simultaneously. The Administrative Lead is expected to apply advanced business process knowledge, contribute strategic insights, and leverage a broad internal network to address areas beyond their immediate expertise.

Proactive problem-solving, sound judgment in ambiguous situations, and the confidence to contribute new ideas are key to this position. The successful candidate will embody enthusiasm and play a central role in fostering a positive, inclusive culture within the Team. 

Job Responsibilities

• Proactively maintains complex calendar; anticipate conflicts and uses diplomacy to resolve issues in advance
• Provide administrative support, travel and expense reports. Schedule and coordinate team meetings, 1:1s, department meetings, as needed some meeting management and logistics
• Coordinating and maintaining credentialing letters, developing and updating field medical resources, and supporting other materials and processes required to enable field medical excellence.
• Anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
• Provides administrative support to team agenda and sourcing lead, including calendar, travel and expense report support, and meetings.
• Provides 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.
• Works closely with outside vendors, providing support when needed with meeting scheduling and office space.
• Manages Purchase Orders through the POD system, also tracking payment of invoices as requested.
• Leads and supports different optional projects and initiatives.
• Handles confidential matters on a regular basis.
• Coordinates and provides key information to other business units as requested, and as appropriate.
• Manages document resources on SharePoint and Teams sites.
• Supports project management as requested.
• Assists with onboarding of new colleagues as requested.
• Updates team organizational charts and distribution lists as requested.
• Coordinates 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.
• Works closely with the Administrative Assistants with regard to coverage within the group; facilitate the overseeing of the Assistants and manage workflow

Qualifications

• High School Diploma or GED
• 6+ 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 POD, Ariba, SharePoint, Teams & PRR.
• Ability and willingness to handle special projects
• Availability to work flexible hours (early AM, overtime, etc.) when needed but not likely to be frequent

Organizational Relationships

• Reports to the US Oncology Field Medical Head 
• Works closely with the Head of Oncology Field Medical, Field Medical Leadership Team (FMLT), and Administrative Leads across Field Medical