This position will report to the U.S. Site Operations and Initiatives Lead. The successful candidate will provide comprehensive support and deliver a full range of administrative functions to include local site communications across various platforms, including internal social media sites and departmental reports. This role will be instrumental in the delivery of communications regarding site-wide events, as well as the planning and implementation of the events and engaging with internal customers and visitors to the site.
Reporting and Communications
o Maintain site website including Yammer and/or SharePoint sites
o Create and manage site wide distribution lists
o Draft and edit various communications for site distribution
o Create and edit reports/presentations for Sr. Leadership using Microsoft Office software
o Coordinate meetings, create agendas, schedule appointments, take and issue meeting minutes when appropriate or as requested
o Proactively prepare meeting materials in advance
o Assist in the coordination of site wide events and initiatives
o Assist in the coordination of internal and external site visits
o Responsible for all logistics of meetings including conference room reservations, teleconference, videoconference, food ordering and associated meeting logistics
o Use appropriate discretion in the management of information and stakeholders
Check Processing Management
o Manage high volumes of scans and mails of checks and related documents
o Manage high volume of emails including expediting flow of work items, initiate follow-up when necessary, and prioritizing emails.
o Liaise with AP team is Costa Rica, other colleagues, vendors and customers on check resolution where applicable
Other Administrative Duties
o Liaise with Facilities Manager to assist with the maintenance needs of the site.
o Initiate inter-departmental projects as appropriate
o Open, review, and route mail, replying to routine correspondence
o Set-up and maintain project and general correspondence files
o Organize and maintain electronic and hard copy files
o Coordinate and provide key information to other business units as appropriate
At least 3-5 years of experience that demonstrates the ability to carry out technical and administrative functions described herein; Bachelor's Degree preferred.
Technical Skills Requirements and Core Competencies
Demonstrated strong self-starter, independent, pro-active, and self-motivated
Proven experience working with company intranet and/or social media sites, strong written communication skills and creative mindset to create a variety of site-wide communication materials
Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis
Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities and take initiative
Effectively multi-task and manage multiple priorities with tight timelines
Comfortable working independently to make decisions that simplify operations/scheduling
Ability to work well both in team environment as well as operate independently with minimal supervision
Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization
Use good judgment while working with highly sensitive, confidential material and information
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
Must possess strong technical skills and excellent proficiency in MS Word, Excel, PowerPoint, Outlook and SharePoint are essential
Proficiency in MS Project and Visio is a plus
Excellent typing and proofreading skills
Excellent attention to detail
Ability to work flexible hours (early AM, overtime, etc.) when needed
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.
Other Job Details:
N (Other) (United States of America)
Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.