Executive Assistant

Why 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.

Primary Responsibilities

This role will support the Algete Manufacturing Site Lead.

The role requires a self-motivated, pro-active individual who can adapt in an ever-changing environment. You will need to have excellent communication skills, be highly organized, efficient, and work to a consistently high standard. A good working knowledge of Microsoft PowerPoint and Excel is essential. You will also need to be an excellent team player and flexible in your approach as this role will involve collaboration with other site colleagues to ensure coverage for holiday and sickness.

Core functions of the role:

- Plan, organize and prioritize administrative support workload for the Manufacturing Site Lead on a daily basis, ensuring work is evenly allocated across support staff.
- Act as a first point of contact for both internal and external people, ensuring queries are dealt with effectively.
- Act as the first point of contact for all administrative queries.
- Work on the arrangements for internal and external meetings and conferences, coordinating travel arrangements for attendees, to meet general requirements and cost constraints.
- Coordinate flight and hotel reservations with PT&E and local travel agency, as well as manage FD expense reports.
- Coordinate logistics, scheduling and planning for international visits to the Algete Manufacturing Site.
- Process financial/administrative information for the team.
- Coordinate ad hoc projects.
- Ensure presentations and reports are prepared and shared/reported on a timely manner.
- Actively cooperate with the Global Teams, coordinating meetings and supporting projects if needed.
- Collaborate with Internal Communication and Facilities.

How You Will Achieve It
- Create agendas, schedule appointments and issue meeting minutes when appropriate or as requested for meetings and conference calls.
- Suggest and implement process improvements for administrative tasks carried out across the department.
- Facilitate resolution of difficult issues and problems that arise within scope of responsibilities.
- Handle all duties with a high degree of integrity, professionalism and confidentiality.
- Organize documents and maintain an inventory of electronic and hard copy files allowing for easy access.
- Provide administrative/secretarial support and serve as backup administrative/secretarial support for other departments, when necessary.
- Manage purchase orders through Ariba system and tracking invoices.
- Manage set-up and logistics for large or off-site meetings.
- Identify, evaluate, and partner with cost-effective vendors in the execution of the activities Ensure accuracy of work and use judgment to determine work methods in different situations.
- Proactively and independently organize and expedite workflow and initiate follow-up, particularly when leader is offsite.
- Contribute ideas, fostering pace and enthusiasm, negotiating timely execution of work.
- Take personal accountability for quality of own work that impacts the department, manages own time, professional development, prioritize workflow.

Qualifications & Skills required
- A minimum of three years secretarial experience working at a senior level is required.
- Strong financial/economics background.
- Excellent skills required in electronic management of records, communications, planning, time management and follow up.
- Demonstrated knowledge and proficiency with general office procedures such as Microsoft Office (Outlook, Word, Excel, PowerPoint), WebEx.
- English fluent / Bilingual

Work Location Assignment: Flexible

Purpose

Breakthroughs that change patients' lives... At Pfizer we are a patient centric company, guided by our four values: courage, joy, equity and excellence. Our breakthrough culture lends itself to our dedication to transforming millions of lives.

Digital Transformation Strategy

One bold way we are achieving our purpose is through our company wide digital transformation strategy. We are leading the way in adopting new data, modelling and automated solutions to further digitize and accelerate drug discovery and development with the aim of enhancing health outcomes and the patient experience.

Flexibility

We aim to create a trusting, flexible workplace culture which encourages employees to achieve work life harmony, attracts talent and enables everyone to be their best working self. Let’s start the conversation

Equal Employment Opportunity

We believe that a diverse and inclusive workforce is crucial to building a successful business. As an employer, Pfizer is committed to celebrating this, in all its forms - allowin