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.

• 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.

• 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.

• 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.