Administrative Assistant

• United States - New York - New York City

We’re in relentless pursuit of breakthroughs that change patients’ lives. We innovate every day to make the world a healthier place.

To fully realize Pfizer’s purpose – Breakthroughs that change patients’ lives – we have established a clear set of expectations regarding “what” we need to achieve for patients and “how” we will go about achieving those goals.

Pfizer offers competitive compensation and benefits programs designed to meet the diverse needs of our colleagues.

In your role, you will provide daily organizational and administrative support to the Pfizer Patient Services Head. This includes the handling of daily routine tasks to maximize operational efficiency. With a high level of discretion and confidentiality, you will organize and coordinate meeting and travel arrangements in house and/or off site from other Pfizer locations.

This Administrative Assistant role will be responsible for providing administrative support to the Head of Pfizer Patient Services and the Pfizer Patient Services Team Leads. The role involves leading/supporting several project initiatives as well as day‑to‑day administrative responsibilities.

• Provide administrative support to the Pfizer Patient Services team, including calendar management, travel, coordination of team meetings, meeting management and logistics, and full expense report support.
• Provide administrative support to the Pfizer Patient Services Leadership Team with meeting planning, tracking decisions and outcomes from meetings, proactively following up to ensure deliverables are met, preparing and drafting recommended agendas for key meetings, meeting material coordination, and distributing meeting minutes.
• Proactively identify and resolve potential challenges in meeting, calendar, and travel management.
• Manage document resources on SharePoint site. Maintain the team SharePoint sites, ensuring all documents are organized in a logical and easy to access manner; provide recommendations for enhancements and partner with others to implement.
• Able to edit and proofread, but also create documents with some guidance, using advanced Microsoft Office capabilities.
• Work closely with outside vendors, providing support when needed with meeting scheduling and office space.
• Manage Purchase Orders through Ariba, PBG, PoD and ePA3 systems, also tracking payment of invoices as requested.
• Lead or support different Pfizer Patient Services optional projects and initiatives.
• Process incoming and outgoing mail, including ability to handle time sensitive and confidential matters on a regular basis.
• Coordinate and provide key information to other cross‑functional and business partners as requested, and as appropriate.
• May be asked to participate in larger initiatives, such as Op Plan, and provide assistance with coordination, scheduling and management of documents.
• Assist with onboarding of new colleagues as requested.
• Update team organizational charts and distribution lists as requested.
• Coordinate activities for meetings and events including ordering food and AV equipment, managing/setting up AV equipment on site, and handling issues for offsite meetings.
• Proactively and independently organize and expedite workflow and initiate follow‑up when necessary to ensure schedules and deadlines are met, particularly when leader is offsite.
• Work closely with the leadership Administrative Assistants about coverage within the Pfizer Patient Services / GAV group.

• High School Diploma or GED with 4+ years’ experience required as executive administrative assistant or coordinator.
• Bachelor’s degree preferred.
• Ability to work effectively in a team‑based environment and partner with internal/external stakeholders.
• Self‑starter, proactive, solution‑seeking attitude, anticipating team needs and actively identifying opportunities to strengthen results.
• Demonstrated ability to manage tight timelines and work under pressure.
• Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
• Strong verbal and written communication skills—ability to mobilize team members and engage…