Administrative Assistant, Chief Medical Officer (CMAO), Vaccines

ROLE SUMMARY
We are seeking a highly skilled and dedicated Executive Administrative Assistant to provide comprehensive support to the Chief Medical Affairs Officer (CMAO) of Pfizer Vaccines. The ideal candidate will have extensive experience in complex matrix organizations and large corporations, demonstrating exceptional diligence, flexibility, and organizational skills. This role requires a proactive individual with strong expertise in Excel and PowerPoint, capable of managing a dynamic schedule and accommodating off-hours needs.
ROLE RESPONSIBILITIES

• Administrative Support: Provide high-level administrative support to the CMAO and the Global Vaccines and Antivirals leadership team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Travel Management: Handle complex and multifaceted travel arrangements, including international travel, visa preparation, ground transportation, hotel reservations, and special requests. Coordinate closely with various groups both inside and outside the company, including aviation, meeting planners, and local office colleagues. Flexibility is required to manage travel updates if schedules change both before and during trips, including off-hours management.
• Meeting Logistics: Organize and coordinate all logistics for meetings, including conference room reservations, teleconferences, videoconferences, food ordering, and associated meeting logistics. Proactively prepare meeting materials in advance of key meetings.
• Communication: Serve as the primary point of contact for internal and external communications, ensuring timely and accurate responses to inquiries. Arrange for visitor passes and building access as needed.
• Document Preparation: Prepare, edit, and format documents, presentations, and reports using Microsoft Excel and PowerPoint. Organize and maintain electronic files.
• Expense and Purchase Management: Prepare expense reports and manage purchase orders through Ariba. Order office supplies and IT equipment as requested.
• Email Monitoring: Monitor emails in the early morning and evening to ensure timely responses and follow-ups.
• Confidentiality: Use appropriate discretion and confidentiality in the management of information.
• Collaboration and Oversight: Work closely with other Administrative Partners within the businesses to ensure smooth operations and provide oversight to other administrative staff supporting the vaccines division.

BASIC QUALIFICATIONS

• Undergraduate degree (BS/BA) or equivalent experience
• 3-5 years of pharmaceutical industry experience. Pfizer experience preferred
• 5+ years of experience as an executive administrative assistant or coordinator experience
• Technical Skills: Advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook. Proficiency in the following systems is preferred: Ariba, POD, Concur and MS Teams.
• Organizational Skills: Exceptional organizational and time management skills, with a keen attention to detail.
• Communication Skills: Excellent verbal and written communication skills, with the ability to respond with professionalism in verbal and written communications with all levels of the organization.
• Flexibility: Willingness to work long hours and adapt to a dynamic and fast-paced environment. Ability to work flexible hours when needed.
• Diligence: Strong follow-through on actions and commitments, ensuring tasks are completed accurately and on time.

PREFERRED QUALIFICATIONS

• Experience working at the executive administrative level at Pfizer
• Pfizer experience preferred
• Education: Bachelor's degree in Business Administration or a related field is preferred.

Additional Attributes

• Self-Starter: Demonstrated strong self-starter, independent, proactive, and self-motivated while having the flexibility to handle change calmly and professionally.
• Resourcefulness: Proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative.
• Professionalism: Maintains a high level of professionalism and confidentiality at all times.
• Team Player: Works collaboratively with colleagues and contributes to a positive team environment.

Other Job Details
Last Date to Apply for Job: December 30th, 2024
The salary for this position ranges from $32.81 to $54.69 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company's policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life's moments. Benefits offered include a 401(k) plan with Pfizer Matching Contributions and an additional Pfizer Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Learn more at Pfizer Candidate Site - U.S. Benefits | (uscandidates.mypfizerbenefits.com). Pfizer compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - Pennsylvania - Collegeville location.
Relocation assistance may be available based on business needs and/or eligibility.
Sunshine Act
Pfizer reports payments and other transfers of value to health care providers as required by federal and state transparency laws and implementing regulations. These laws and regulations require Pfizer to provide government agencies with information such as a health care provider's name, address and the type of payments or other value received, generally for public disclosure. Subject to further legal review and statutory or regulatory clarification, which Pfizer intends to pursue, reimbursement of recruiting expenses for licensed physicians may constitute a reportable transfer of value under the federal transparency law commonly known as the Sunshine Act. Therefore, if you are a licensed physician who incurs recruiting expenses as a result of interviewing with Pfizer that we pay or reimburse, your name, address and the amount of payments made currently will be reported to the government. If you have questions regarding this matter, please do not hesitate to contact your Talent Acquisition representative.
EEO & Employment Eligibility
Pfizer is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status. Pfizer also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA. Pfizer is an E-Verify employer. This position requires permanent work authorization in the United States.
Administrative
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