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Admistrative Assistant


New York, NY
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Job Details

The Administrative Assistant is responsible for providing full range of administrative support services to the Vice President of Medical Quality Assurance (MQA) and members of the MQA LT, and Business Excellence and Operations Group (BEO) in support of the global Medical Quality Assurance (MQA) strategy, policy and organizational direction. This role requires building of strong working relationships across MQA and its partner groups and facilitating operational support to ensure timely delivery of the MQA portfolio and operational activities. The Administrative Assistant also takes on stretched responsibility when required.

+ Accurately maintain complex calendars and meeting arrangements of VP MQA and Head MQA BEO Group

+ Organize and maintain key department files and file systems, as applicable

+ Update departmental organizational charts, job descriptions and maintain departmental CV repository in an inspection ready state

+ Support administrative needs of New York based regulatory and third party inspections, and associated activities to mitigate risk to the business and drive toward successful outcome

+ Support colleague on-boarding/off-boarding including interview scheduling, partnering with colleagues/contractors/managers to ensure successful transition and documentation

+ Ensure that office administrative functions are effectively executed in a timely manner

+ Maintain department and MQA leadership team meeting calendar and independently coordinate agenda, meeting logistics, meeting schedules, meeting minutes, contingency planning and proactive problem-solving

+ Develop tracking mechanisms (for equipment assigned to MQA staff, meeting agendas, follow-up items, etc.), as directed

+ Arrange all domestic and foreign travel, (i.e. tickets, Visas, etc.) as appropriate

+ Assist in preparation of presentations, communications and high quality graphics

+ Create, compose and edit non-standard written material and review materials for accuracy, completeness and compliance with departmental policies

+ Identify inefficiencies and develop streamlined administrative processes

+ Anticipate potential needs of the team and recognizes potential conflicts that may hinder work progress

+ Effectively manage confidential/ sensitive material/information

+ Actively communicate status of work projects without need for follow up

+ Utilize workflow processes to support departmental needs related to purchase orders, invoice processing, Travel & Entertainment expense reporting, and other critical business processes

+ Maintain functional line SharePoint space: collect and post information, oversee organization of space, manage permissions

+ Manages self and creates positive relationships with others by flexing his/her working style to ensure inclusion

+ Build constructive and effective relationships and use diplomacy and tact

+ Mentor and provide workload support for other administrative colleagues as appropriate


+ Must be able to work on own initiative and has a creative and common-sense approach to problem solving

+ Demonstrated expert knowledge and proficiency with general administrative system functions i.e. MS Office (Outlook,Word, Excel, and PowerPoint, SharePoint, Ariba Travel Connect, supply/equipment ordering]

+ Advanced knowledge with IBM PC and related applications (e.g.., Visio, Internet Explorer, QA database, etc.)

+ Must have a minimum of 5 years of advanced administrative support experience supporting multiple managers

+ Some college is preferred

+ Experience in a pharmaceutical setting preferred

+ Proven ability to function autonomously in a matrix model and team environment

+ Must be highly organized, work well under minimal supervision, have the ability to multi-task and have the ability to learn and adapt to various systems.

**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.

**Additional Offer Details:**

+ **Last Date to Apply for Job: 11/17/17**

+ **This job is Pfizer Exempt US Grade:** 07

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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