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Administrative Assistant, I&I Medical Affairs


New York, NY
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Job Details


This Administrative Assistant role will be responsible for providing administrative support to the I&I Chief Medical Officer (CMO) as well as the VP, EM I&I Medical Lead and Director of Medical Operations. Role involves leading/supporting several project initiatives as well as day-to-day administrative responsibilities.


Specific responsibilities of the role include, but are not limited to:

+ Provide administrative support to the CMO, EM I&I Medical Lead and Director of Medical Operations, including complex calendar management, travel and expense report support. 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/WebEx 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.

+ Manage Purchase Orders through the Ariba and ePA3 systems, also tracking payment of invoices as requested.

+ Support Medical projects and initiatives as needed.

+ Handle confidential matters on a regular basis.

+ Coordinate and provide key information to other business units as requested, and as appropriate.

+ Manage document resources on SharePoint site.

+ Support project management and KOL engagement as requested.

+ Assist with on-boarding of new colleagues as requested.

+ Update team organizational charts and distribution lists as requested.

+ Coordinate activities for complex meeting and events including ordering food and AV equipment, managing/setting up AV equipment onsite, and handling issues for offsite meetings.

+ Work closely with the Administrative Assistants with regard to coverage within the group; facilitate the overseeing of the Assistants and manage workflow.


+ Undergraduate degree (BS/BA) or equivalent experience.

+ 3-5 years of pharmaceutical industry experience. Pfizer experience required.

+ 5+ years of experience in an administrative 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 and Outlook; 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.

**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.

**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.

**Other Job Details:**

+ **Last Date to Apply for Job: February 28, 2018**

+ Eligible for Employee Referral Bonus

Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.
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