Executive Operations Assistant

This role is part of the Office of the CEO (OCEO) and will provide administrative and office services of a highly complex and critical nature. It combines administrative excellence with the ability to leverage AI and technology to improve operational efficiency, enhance communication, and optimize work processes. The ideal candidate is proactive, tech-forward, deeply organized, change-agile, and capable of anticipating needs in a complex, fast-moving environment. The environment is fast-paced, with processes and materials that can be time-sensitive, confidential, and occasionally urgent. The role requires exceptional professionalism, attention to detail, and creative, tech-driven thinking to enhance office efficiency.

This role will work closely with the Chief of Staff to the CEO, Executive Assistant to the CEO, and the Sr. Director of Executive Operations, as well as collaborate regularly with other Executive Leadership Team (ELT) offices.

Responsibilities

• Coordinate travel planning, including support for itinerary management, aviation coordination, ground transportation, hotel bookings, and restaurant reservations. This may involve complex international travel, personal/family travel, and visa preparation.
• Use AI and cloud-based platforms to facilitate writing, scheduling, and research needs.
• Manage all meeting logistics, including conference room reservations, connection details, food ordering, visitor registration, security coordination, and other associated tasks.
• Proactively organize and prepare meeting materials (briefings, note cards, etc.), especially using MS OneNote.
• Support the Executive Assistant to the CEO with scheduling, calendar management, and related responsibilities as needed.
• Oversee executive floor management, including room reservations, supplies, catering, and safety trainings by liaising with Workplace Experience, Security, and other related parties.
• Support CEO record-keeping, governance, attendance, travel planning, agenda preparation, and execution.
• Assist with purchase order creation and invoice processing.
• Coordinate the executive reward tickets program and ticket distribution.
• Manage the executive correspondence process, including triaging electronic and physical mail and sending invitation responses.
• Manage and prioritize a high volume of emails, expediting workflow items and initiating follow-ups as necessary.
• Use appropriate discretion in managing information and stakeholders, proactively coordinating and providing key information to ELT offices and other business units.
• Work closely with other administrative partners across the ELT and the Digital Executive Support team for technology needs.
• Work on ad hoc projects and continuous enhancement of operations as technology and office needs evolve.

Requirements

• High school diploma/GED with 5+ years of work experience, including 2+ years providing executive-level support.
• Experience working with senior leaders and/or C-suite executives preferred.
• Discretion and ability to handle confidential information.
• Tech-savvy and growth-minded, comfortable using AI tools and cloud-based platforms for writing, research, analysis, and scheduling.
• Excellent written, oral, communication, and interpersonal skills.
• Advanced proficiency with Microsoft 365, Teams, Outlook, OneNote, SharePoint, and meeting management tools.
• Ability to carry out all office and administrative functions proficiently, with high quality and timeliness.
• High degree of professional maturity and presence.
• Strong collaboration skills and the ability to build relationships and leverage resources across multiple functions and businesses.
• Ability to work across different cultures and with leaders from diverse backgrounds and experiences.
• Responsive, professional, and courteous demeanor in all interactions, aligned with company values.
• Proficiency in systems commonly used at Pfizer (e.g., Ariba, SharePoint, Concur, Workday) preferred.

Qualifications

• Bachelor’s degree preferred.

Schedule

• Flexible work hours required (early mornings, evenings, and/or weekends as needed).
• Frequent on-site attendance at the NY headquarters office and occasional offsite attendance, aligned with the CEO’s schedule and team support needs.
• Work Location Assignment: Hybrid.

Pay

The salary for this position ranges from $35.93 to $63.00 per hour. This role is eligible for overtime, weekend, holiday, and other pay premiums depending on the work schedule and company policies.

Benefits

We offer comprehensive and generous benefits, 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.
• Health benefits, including medical, prescription drug, dental, and vision coverage.
• Relocation assistance may be available based on business needs and eligibility.

Pfizer compensation structures and benefit packages are aligned based on the location of hire. The salary range provided applies to the United States - New York - New York City location.