Admin Assistant and Coordinator

ROLE SUMMARY

This role reports to the Global Marketing Lead for Rare Disease within the CMO (Chief Marketing Office organization) and will support the administrative needs for the VP and additional LT member(s) within the rare disease team. Together with the other administrative professional on the team, she/he will function as an integrated team to ensure the smooth functioning of the team as well as drive efficiencies in administrative operations.

The Rare Disease Marketing team comprises 4 teams including rare cardiology, hemophilia, sickle cell and endocrinology. The 2 administrative professionals on the team will support the VP/Lead and LT members across both administrative (e.g., managing calendars/team meetings/travel/expense report etc.) and operational duties (e.g., operating plan, team culture initiatives, team site organization, townhalls etc.). In addition, they may also be required to support ad hoc initiatives as they arise.

Given this team's global nature, this individual will interface with senior leaders across functions regularly and must be able to work with all levels in the organization. The role requires excellent communication skills, and strong judgement for prioritizing commitments (meetings, projects, work). In addition, the ideal candidate must have a team-based approach to work but also have the appropriate judgment and initiative to function with limited oversight.

ROLE RESPONSIBILITIES

Advanced Operational Support

Provide project management support for defined ad hoc special projects

Tracks decisions and outcomes from meetings, proactively follows up to ensure deliverables are met, prepares and drafts recommended agendas for key meetings, distributes meeting minutes

Manages internal communications, coordinating with Communications, HR and other partners when needed, drafting talking points and distributing final communication to appropriate audience

May be asked to participate in larger initiatives, such as Op Plan, and aid with coordination, scheduling, and management of documents

Maintain team sites ensuring all documents are organized in a logical and easy to access manner; provides recommendations for enhancements and partners with others to implement

Coordinate and be part of team culture initiatives

Able to edit and proofread, but also create documents with some guidance, using advanced Microsoft Office capabilities

Administrative

Make travel arrangements, including complex international trips, provide detailed itineraries and prepare and submit expense reports and perform Amex reconciliation

Proactive calendar management including scheduling meetings and other events across multiple time zones, prepares needed materials in advance such as agendas, identifying and resolving calendar conflicts, etc.

Provide full meeting support including reserving video conference rooms and ensuring proper set-up

Independently manages the set-up and logistics for large or off-site meetings, coordinating with Meeting Planning when appropriate

Process incoming and outgoing mail, including ability to handle time sensitive and confidential matters

Act as site contact for visitors; visitors passes/cross-site access /VC-meeting reservations/catering request/office space and any ad-hoc requests

Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met, particularly when leader is offsite

Interface and engage with key stakeholders and make connections to enhance business outcomes.

BASIC QUALIFICATIONS

High School Diploma or GED

5+ 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 detail and to complete quality work on a timely basis

Proficient in Microsoft Outlook, 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 fluency and critical thinker; routinely brings multiple solutions and has thought through the pros and cons of available options

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

General knowledge of the pharmaceutical industry and healthcare environment

Demonstrated experience with strategic and operating plan processes

Discretion and trustworthiness in dealing with confidential situations

PREFERRED QUALIFICATIONS

7+ 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

Demonstrated ability to be a team player and remain calm under pressure

Models Pfizer Values

Able to make things happen without the benefit of direct leadership authority

Communicates well and with intent; listens for understanding, shares information appropriately and in a manner that ensures a high degree of understanding and clarity

Strong personal network and evidence of teamwork in a matrix environment

NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS

Occasional engagement and communication required outside normal working hours.

Infrequent business travel may be required

Other Job Details:

Last day to apply: May 20, 2025

The salary for this position ranges from $32.47 to $54.11 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 - New York - New York City 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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