Hybrid Administrative Partner

at Pfizer

• Job title: Administrative Partner
• Job type: Full Time
• Experience level: Senior, Lead
• Salary: $32 - $54 per hour
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, New York City, United States

About the role

• Administrative Partner supporting the Senior VP of Quality, Safety, and Environmental Operations at Pfizer. Managing complex calendars, travel, and confidential matters with high attention to detail.

Responsibilities

• Strategically manage complex calendar with anticipation of conflicts.
• Use knowledge of SVP’s priorities to diplomatically resolve problems in advance.
• Assemble pre-meeting materials as needed to include pre-reads and any other preparatory materials needed.
• Schedule meetings to include booking conference rooms, arranging Teams links, and associated meeting logistics (i.e., audio/visual support, catering, collecting pre-reads, etc.).
• Manage sensitive matters with a high level of confidentiality and discretion.
• Organize all domestic and international travel, including private aviation arrangements, hotel accommodation, ground transport, travel documents, visas, and presentation materials for meetings.
• Prepare expense reports, track reimbursements and ensure correct credits/debits; manage purchase orders through Ariba system and track invoices.
• Maintain impeccable records and files of documents for auditing purposes.
• Order office supplies and IT equipment as requested.
• Proactively arrange for visitor passes and cross-site building access.
• Work closely with other Administrative Partners within QSEO and across the PGS Leadership Team.

Requirements

• 7+ years of demonstrated administrative partner experience with minimum 2 years at the senior executive level.
• Highly organized with proven experience applying thoughtful prioritization to a complex calendar.
• Ability to carry out all office and administrative functions proficiently, with high quality on a timely basis required.
• Must have the ability and professional demeanor to interface with senior management, international colleagues and important external stakeholders, and must be able to exhibit good judgment in handling confidential information.
• Demonstrated resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative.
• Proficiency in tools such as Ariba, SharePoint, Concur, and Workday.

Benefits

• 401(k) plan with Pfizer Matching Contributions
• Additional Pfizer Retirement Savings Contribution
• Paid vacation
• Paid holiday and personal days
• Paid caregiver/parental and medical leave
• Health benefits including medical, prescription drug, dental and vision coverage