Job description
ROLE SUMMARY
The Administrative Professional for the Pfizer Inflammation & Immunology Medical Affairs organization will provide comprehensive support executing a full range of administrative duties. The role performs normal office functions such as setting up and maintaining files; booking travel and meeting registrations / logistics; processing expenses; scheduling and securing rooms for meetings and interviews; and receiving, referring, or answering mail. Supports onboarding of new colleagues and serves as a resource for them. Gathers, compiles and reports on information relevant to the group they are supporting. Financial responsibilities in setting up Purchase Orders.
ROLE RESPONSIBILITIES
- Handles full spectrum of travel arrangements (i.e., research/book flights, hotels and ground transportation; cross-site access, passport and visa documents) and itineraries including contingency planning and ad hoc issues management and expense reports (i.e., creating and submitting expense reports; gathering receipts and charge details; AMEX reconciliation).
- Coordinates activities for meetings and events including contingency planning, proactive problem solving (e.g., securing meeting rooms, ordering of food and AV equipment, handling issues for offsite meetings).
- Coordinate and support virtual meetings and engagements including planning for and testing technology platforms, coordinating with BT when necessary.
- At request of project managers, set up Purchase Orders (POs) in financial system (ARIBA SAP) and oversee approval process, troubleshooting, and issue resolution
- Provides administrative support for meetings such as agenda development and distribution; coordinating, distributing and follow-up on minutes and materials for meetings, if required.
- Coordinates visits of external individuals to the site.
- Handle all logistical needs related to onboarding a new colleague and ensuring they have the tools and resources to start in a timely fashion.
- Independently plans and executes work to meet assigned objectives and helps other administrative colleagues during absences from the office or as backup when necessary.
- Provides copying, faxing, scanning, printing and shipping support to assigned leaders and colleagues. Provides support for facility requests and office supplies as needed.
- Proactively maintains complex calendars, accepts and declines appointments, anticipates conflicts, and resolves problems. (if needed)
- Anticipates and resolves broad range of problems or conflicts; guides others in processes (e.g., meeting conflicts, overlapping deadlines, IT issues, team interactions and behaviors).
- Takes personal accountability for quality of own work that impacts the department and understands impacts of actions. Ensures accuracy of work and uses judgment to determine work methods in different situations.
- In addition to these core responsibilities, the administrative assistant may be required to take on additional duties, as needed, such as:
- Creation and maintenance of email distribution lists
- Creation and maintenance of org charts
- Maintaining group or team Sharepoint information
- Administration of digital tools and software
- Town Hall Support and Coordination
BASIC QUALIFICATIONS
- High school degree or equivalent with 8-10 years of administrative experience
- Demonstrates expert knowledge and proficiency with general office procedures such as telephone reception, customer service, e-mail etiquette, commonly used office software (e.g., Outlook, MS Office-Word, Excel, PowerPoint) and expert knowledge of Pfizer specific processes and procedures applicable to the line/Site (e.g., GCE, ARIBA, Pfizer IT platforms).
- High proficiency with tools and technology to support set up and conduct of virtual meetings and work environments.
- Pro-active, self-motivated with strong organizational, interpersonal and communication skills, both written and verbal.
- Professionalism and good judgment are essential .
- Skilled in utilizing Pfizer applications and systems, such as teleconference services/Webex, SharePoint, Teams, etc.
- Has expert knowledge of standard and Pfizer-specific business supplies, equipment, and/or office services, ordering and inventory control.
- Proactively balances tasks, activities and priorities for self and others.
- Previous administrative experience that demonstrates an ability to carry out administrative and secretarial functions proficiently and complete high quality of work on a timely basis.
OTHER JOB DETAILS:
Last Date to Apply for Job: Dec 16th
Additional Location Information: Remote – selected candidate must reside within the identified geography. Change accordingly.
Relocation assistance may be available based on the business needs and/or eligibility.
The salary for this position ranges from $31.36 to $52.27 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. Benefits offered include a retirement savings plan, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage in accordance with the terms and conditions of the applicable plans.
Relocation assistance may be available based on business needs and/or eligibility.
Pfizer requires all U.S. new hires to be fully vaccinated for COVID-19 prior to the first date of employment. As required by applicable law, Pfizer will consider requests for Reasonable Accommodations.
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.
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