Administrative Assistant, US Medical Affairs, Specialty Care

About the role

The Administrative Assistant, US Medical Affairs, Specialty Care provides a full range of administrative support to HQ Medical Leads and Medical Team colleagues. Responsibilities include project coordination, calendar and meeting management, and coordination with other internal support functions.

Responsibilities

• Provide administrative support to Medical Leads and team members, including travel and expense report support.
• Collaborate with designated Operational Excellence colleagues on administrative and/or logistical needs for the optimal operation of the team.
• Schedule and coordinate team meetings, 1:1s, department meetings, and meeting management/logistics.
• Arrange domestic and international travel (flights, hotels, ground transportation); prepare and submit PT&E expense reports, ensuring timely reimbursements and CITI card reconciliation in compliance with Pfizer T&E guidelines.
• Monitor and track department travel budgets.
• Provide support for various medical team meetings; attend as requested, including agenda development and distribution, meeting material coordination, presentations and virtual meeting management, 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 system; track payment of invoices as requested.
• Lead or support medical operational projects and initiatives.
• Handle confidential matters and coordinate key information to other business units as requested and as appropriate.
• Manage document resources on SharePoint and support maintenance of shared Teams channels and folders.
• Aid with onboarding and offboarding of colleagues, including system access, welcome materials, and training assignments.
• Update team organizational charts and distribution lists.
• Cookordination activities for complex meetings and events including ordering food and AV equipment, managing/setting up AV equipment onsite, and handling issues for offsite meetings.
• Support team engagement and culture initiatives, including organizing celebrations, team events, and colleague recognition activities.

Qualifications

• High School Diploma required and 4+ years of experience as an administrative assistant or coordinator.
• Experience working at the executive administrative level at Pfizer preferred; At least 2 years with Pfizer preferred.
• Undergraduate degree (BS/BA) or equivalent experience preferred.
• Strong verbal and written communication skills — ability to mobilize team members and engage leadership.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote, CoPilot) and Pfizer applications including ePAY3, Ariba, and SharePoint; SharePoint site management experience preferred.
• Excellent judgment and ability to work with confidential documents and information.
• Strong interpersonal skills.
• Demonstrated ability to proactively carry out administrative functions proficiently and complete quality work in a timely manner.
• Excellent attention to detail, time management, organization, and prioritization skills.
• Expert knowledge and proficiency with general office procedures such as telephone reception, customer service, and e-mail etiquette.
• Experience coordinating domestic and international travel.

Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote, CoPilot)
• Pfizer applications including ePAY3, Ariba, and SharePoint
• SharePoint site management experience
• Travel coordination
• Meeting coordination
• Expense reporting
• Project management
• Document management
• Team engagement and culture initiatives

Benefits

• Comprehensive and generous benefits package including a 401(k) plan with Pfizer Matching Contributions and an additional Pfizer Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage.

Pay

The salary for this position ranges from $33.12 to $55.19 per hour.

Schedule

Not specified.