Administrative Partner

Role Summary

The Administrative Partner to the Senior Vice President of Quality, Safety, and Environmental Operations provides administrative and office services of a highly complex and critical nature. The AP works autonomously with professionalism and attention to detail on time-sensitive issues. The successful candidate will optimize ways of working and report directly to the QSEO Director of Business Operations, serving as a key member of the QSEO team and Pfizer Global Supply.

This role requires strong judgment, communication, collaboration, and organizational skills to balance multiple priorities across PGS and Pfizer.

Location:

Hybrid.

• 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.

• Required:
  
  7+ years of demonstrated administrative partner experience with minimum 2 years at the senior executive level.
• Required:
  
  Highly organized with proven experience applying thoughtful prioritization to a complex calendar.
• Required:
  
  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.
• Required:
  
  Demonstrated resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative.
• Preferred:
  Proficiency in tools such as Ariba, SharePoint, Concur, and Workday.
• Preferred:
  Adept at corporate compliance policies, T&E policies, etc.