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Administrative Assistant

Pfizer Full-Time  United States 22 Feb 2023
Administrative Assistant

Job Description

Administrative Assistant, Medical Analytics & Insights (GMEI). This role will be responsible for providing operational support to the GMEI Medical Analytics Leadership Team and other supporting functions with the GMEI organization as needed. The role involves leading/supporting several project initiatives as well as day-to-day operational responsibilities. The (GMEI) Medical Analytics & Insights Project Administrative Assistant will provide global operational support to the Medical Analytics & Insights leadership team, including, but not limited to:

  • Operational management
  • Finance and Budget Management
  • Meeting management
  • Vendor Management
  • Operating Plan support
  • Project management
  • Communications support


Operational Management

  • Provide operational support to the GMEI Medical Analytics & Insights Leadership Team, including complex calendar management, trave & expense report support and meetings.
  • Provide operational support to the GMEI Medical Analytics & Insights Leadership Team with meeting planning, travel and expense reports. Schedule and coordinate team meetings, 1:1s, department meetings, as needed some meeting management and logistics
  • Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
  • Provide support for various Medical and Leadership Team meetings, attend as requested, agenda development and distribution, meeting material coordination and distribution, presentations/Teams management during the meeting, note-taking, and meeting summary distribution.
  • Work closely with outside vendors, providing support when needed with meeting scheduling and office space.
  • Handle confidential matters on a regular basis.
  • Coordinate and provide key information to other business units & teams as requested, and as appropriate.
  • Manage document resources on SharePoint site.
  • 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.

Finance and Budget Management:

  • Responsible, with minimal oversight, for all aspects related to financial set up, approval, and management of financial projects (e.g. Purchase Orders, forecasting, payment tracking).
  • Manage Purchase Order’s through the Ariba and ePA3 systems, also tracking payment of invoices as requested.
  • Act as a single point of contact for issue resolution related to management of vendor related purchase orders including creation of new vendors, resolution of invoice payment delays and duplications
  • Serve as business process owner for providing training and guidance on financial systems/processes to members of the team

Meeting Management:

  • Manages key meetings, including agenda development / coordination, generation of minutes, and follow-up on any actions
  • Ensure logistics are in place and ready for seamless execution (e.g. calendar invitations, meeting room, technology set-up)
  • Provide operational support to key Off-Site meetings, including agenda and slide development, liaising with any external vendors/guests, and logistics oversight.


  • Supports the execution of the team’s communication strategy which includes use of existing tools such as newsletters and videos


  • Experience working at the executive operational level at Pfizer
  • Undergraduate degree (BS/BA) or equivalent experience
  • 3-5 years of pharmaceutical industry experience. Pfizer experience preferred
  • 5+ years of experience as an executive operational assistant or coordinator experience
  • Ability to work effectively in a team-based environment and partner with internal/external stakeholders
  • 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 likely to be frequent


  • US Travel of up to 5% of the time.

Other Job Details:

Additional Location Information: US – remote

Eligible for Relocation Package: No

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