Executive Assistant, Boulder Research Unit

Pfizer Boulder , CO 80301

Posted 2 months ago

ROLE SUMMARY

Supports Boulder Research Unit Leadership Team members with a professional focus on administrative activities and processes in support of the Boulder Research Unit located in Boulder, CO. Role will perform a variety of administrative tasks supporting Boulders senior-level managers. Responsibilities include managing calendars, making travel arrangements, preparing expense reports, and taking active role in interview/on-boarding process for new hires. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

ROLE RESPONSIBILITIES

Act as a local point of contact among executives, employees, and other partners

  • Visitor management and liaison

  • Manage information flow in a timely and accurate manner. Preparation of outgoing & tracking of incoming correspondence

  • Screen and direct phone calls and distribute correspondence

  • Partner with other WRDM (Worldwide Research, Development, and Medicine) and local administrative assistants as needed

Schedule Management

  • Accurate coordination & proactive management of calendars for meeting scheduling and set up

  • Schedule interviews as required including liaison with interviewers, HR, candidate plus associated activities (travel, room bookings, etc.)

  • Coordinate standard meetings, including venue selection and management, interface with meeting management service providers and key team members, collating and co-coordinating travel, hotel & meeting logistics, risk and contingency planning, logistical co-ordination at the venue, liaison & co-support with site facilities providers

Information Management

  • Format information for internal and external communication memos, emails, presentations, reports, journal articles

  • Collate information (agendas, pre-read material etc.) in advance of meetings

  • Organize departmental documentation (presentations, schedules, agendas, project programs & meeting materials)

  • Source and collate information as required to aid preparation of PowerPoint presentations for internal and external use

  • File and archive of documentation as appropriate & in accordance with the retention policy

Travel Support

  • Coordinate travel and accommodation requirements

  • Prepare expense reports as needed

Other Support

  • Technical/logistical support e.g. assistance with BT systems and communications equipment

  • Initiates Purchase Orders (PO) for new contracts maintains all PO information and updates, including invoices submitted for payment

  • Works with Finance, Procurement and Accounts payable regarding issue resolution for outstanding payments

QUALIFICATIONS

  • Administrative certificate, Associates degree or Bachelor's degree (preferred)

  • Continuing education in office management and administration a plus

  • Minimum of 5 years administrative or office manager experience

  • Experience supporting senior leaders preferred

  • Experience with Pfizer systems and processes a plus

  • Candidate should have experience that demonstrates ability to carry out tasks proficiently and to complete quality work on a timely basis

  • Excellent attention to detail

  • Demonstrated flexibility to handle change calmly and professionally

  • Demonstrated resourcefulness with proven ability to anticipate needs, prioritize responsibilities, and manage multiple priorities within timelines, and take

  • Ability to work well both in team environment as well as operate independently

  • Possess professional verbal and written communications within all levels of the organization

  • Uses good judgment while working with highly sensitive, confidential material and information

Proficiency with Microsoft Office applications, Team Space, and general PC use

Other Job Details:

  • Eligible for Employee Referral Bonus
  • #LI-PFE

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.

Administrative


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Executive Assistant, Boulder Research Unit

Pfizer