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SalaryWhy Patients Need You
A career with us is about discovering breakthroughs that change patients’ lives. A high performing administrative team is essential to bringing those therapies to people all over the world and making a positive difference. We need dedicated colleagues like you who are efficient, find solutions and collaborate with others to achieve our purpose.
ROLE SUMMARY
The Executive Administrator position reports to the Vice President, Digital Finance Solutions and Transformation but will also provide administrative support to 1-2 additional VP/Sr. Directors on the PGS & ERP Leadership Team.
Key Responsibilities
- Administrative – Provides overall administrative support including providing initial response to internal and external customers, screening incoming inquiries and meeting requests, organizing correspondence and other records, securing office space, coordinate large-scale office moves and collaborating with other Executive Administrators inside and outside the organization
- Meeting Coordination – Manage calendars for leadership team, schedule small and large-scale meetings, work with meeting support services for on-site and off-site events, and process travel arrangements
- Contractor Onboarding – Coordinates the process to onboard new external resources, leads the renewal of existing resources and communicates with sponsors and vendors throughout the process
- Training Steward – Ensures that correct training curricula is assigned to new hires, and that training courses are completed on time
ROLE RESPONSIBILITIES
Administrative
- Serve as initial representative to the office in responding to internal and external customers
- Screen incoming inquiries and meeting requests
- Manage Microsoft Teams (teams and channels)
- Maintain Outlook and other distribution lists
- Organize and maintain correspondence and records, follow up on pending matters, prepare correspondence for final approval
- Request office space for new hires and coordinate space or neighborhoods and conference rooms for visitors (guests, vendors)
- Coordinate large-scale office or neighborhood moves with Global Workplace Solutions
- Work closely with other administrative assistants regarding coverage within the group, facilitate overseeing of the assistants and manage workflow
- Collaborate with Financial Operations Team and Project Managers to close expire purchase orders in SAP Ariba
- Ad hoc requests as required
Meeting Coordination
- Manage LT calendars for planning purposes (meetings, vacation, coverage, etc.)
- Schedule individual, team, and large-scale meetings and events
- Coordinate the development or receipt of meeting materials (agenda, presentations, meeting summaries) and distribute materials prior to meeting date
- Coordinate with support groups to coordinate space, catering, and audio-visual equipment for meetings
- Address all other issues related to on-site and off-site events
- Arrange travel plans for LT members
- Prepare and submit expense reports for LT members in Concur
Contractor Onboarding
- Maintain ERP Onboarding mailbox for new onboarding requests and questions
- Validate new onboarding requests for completion and accuracy
- Collect cost center and project codes to charge resources against (VDS Only), maintain master listing for future use
- Create or reinstate a record in the GetAccess system for new or returning resources
- Submit onboarding request for Outlook account, Network ID, Connect on Demand, and laptop
- Request a laptop via PCMAC if one was not requested during the onboarding process
- Request neighborhood for on-site resources
- Follow up with sponsors to ensure resources register their identity within the 30-day requirement
- Request curricula roles from sponsors, submit curricula assignment requests for all resources in Compliance Learning Tool
- Track all support tickets, approvals, etc. until onboarding is complete
- Send sponsors notifications to approve onboarding requests
- Once network ID is received, submit Virtual Desktop Services request (does not apply to Accenture since they submit their own request for their resources)
- Email onboarding completion notification to IBM resources (no other vendors require)
- Maintain +800 contractor records in the GetAccess system
- Send quarterly renewal reminders to sponsors, track the renewal status of resources in GetAccess, assist with renewals
- Address questions from vendors, sponsors, and resources
Training Steward
- Collaborate with teams to understand new curricula, training processes, and systems
- Monthly follow up with LT to ensure all outstanding training has been completed for upcoming balanced scorecard
- Request curricula role assignment for new colleague hires in Compliance Learning Tool
Qualifications
Must-Have
- High School Diploma or GED
- 4+ years' experience
- Previous experience that demonstrates ability to proactively carry out administrative functions proficiently, and to complete quality work in a timely manner
- Excellent attention to detail, time management, organization, and prioritization skills.
- Demonstrated experience coordinating domestic and international travel
- Demonstrated verbal and written communication skills
- Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook
- Works well in a collaborative team environment
- Willingness to contribute fresh and innovative ideas
- Organized and able to work on a variety of projects
Nice-to-Have
- Bachelor's Degree
- Experience using applications, such as Concur, WebEx and Ariba
- Ability to take direction and work with minimal oversight
Candidate demonstrates a breadth of diverse leadership experiences and capabilities including: the ability to influence and collaborate with peers, develop and coach others, oversee and guide the work of other colleagues to achieve meaningful outcomes and create business impact.
PHYSICAL/MENTAL REQUIREMENTS
Must be able to work on a laptop/desktop for long periods of time
NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS
No travel required; Candidate must be able to comply with a minimum of 2-3 full days per week in the office.
Work Location Assignment: Hybrid - Candidate must be able to comply with a minimum of 2-3 full days per week in the office.
Last Day to apply : April 8th 2024
The salary for this position ranges from $27.14 to $45.24 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments. Benefits offered include 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. Learn more at Pfizer Candidate Site – U.S. Benefits | (uscandidates.mypfizerbenefits.com). Pfizer compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - Pennsylvania - Collegeville location. Relocation assistance may be available based on business needs and/or eligibility.
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.
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. This position requires permanent work authorization in the United States.
