Administrative Assistant, CMO

Job Description

ROLE SUMMARY

All over the world, Pfizer colleagues work together to positively impact health for everyone, everywhere. Our colleagues have the opportunity to grow and develop a career that offers both individual and company success; be part of an ownership culture that values diversity and where all colleagues are energized and engaged and have the ability to impact the health and lives of millions of people. Pfizer, a global leader in the biopharmaceutical industry, is continuously seeking top talent who are inspired by our purpose to innovate to bring therapies to patients that significantly improve their lives.

The Administrative Assistant will be a critical player in the success of the team. The primary purpose of this position will be to provide comprehensive day-to-day administrative support to the leadership team in our CMO organization. In this role, responsibilities include (but are not limited to) calendar management, coordination of meetings, requests and assembly of briefing materials, arranging travel and expense report preparation. As a working professional, he/she will be expected to anticipate the needs of the CMO Leadership team, plus handle tasks independently and in a proactive manner. This position will also support the planning of select meetings and events.

ROLE RESPONSIBILITIES

Core responsibilities include, but are not limited to:

• Provide exceptional administrative support to the CMO. Schedule and coordinate team meetings, 1:1s, department meetings, as needed some meeting management and logistics
• Proactively maintain complex calendar in coordination with other admins; anticipate conflicts and use diplomacy to resolve issues in advance
• Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
• Provide administrative support to including calendar, travel and expense report support, and meetings.
• Provide support for various in-person and virtual Leadership Team meetings, attend as requested, agenda development and distribution, meeting material coordination and distribution, occasional PowerPoint deck creation, presentations/Teams management during the meeting, note-taking / meeting minutes, and moments of JOY for the team
• Work closely with outside vendors, providing support when needed with meeting scheduling and office space.
• Manage Purchase Orders through the Ariba and ePA3 systems, also tracking payment of invoices as requested.
• Lead or support different optional projects and initiatives.
• Handle confidential matters on a regular basis.
• Coordinate and provide key information to other business units as requested, and as appropriate.
• Manage document resources on SharePoint site.
• Support project management as requested.
• Assist with onboarding of new colleagues as requested.
• Update team organizational charts and distribution lists as requested.
• Coordinate 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.
• Work closely with the Administrative Assistants with regard to coverage within the group; facilitate the overseeing of the Assistants and manage workflow.
• Handle any special projects as assigned

BASIC QUALIFICATIONS

• 5+ years of experience as an executive administrative assistant or coordinator experience
• High School diploma required
• Ability to work effectively in a team-based environment and partner with internal/external stakeholders
• Experience supporting more than one executive
• 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 ePA3, Ariba, SharePoint &; Box.
• Ability and willingness to handle special projects
• Availability to work flexible hours (early AM, overtime, etc.) when needed but not frequent

PREFERRED QUALIFICATIONS

• Undergraduate degree (BS/BA) or equivalent experience
• 3-5 years of pharmaceutical industry experience preferred
• Experience working at the executive administrative level at Pfizer