Executive Assistant

Role Summary

To provide full administrative support to the mRNA/ Antivirals Franchise Lead with team support for the mRNA/AV Leadership team whilst working under mínimal supervision.

This role will play an integral part in the creation of the culture within this new Franchise. As the new team forms, this role will play a key role in developing and embedding team connectivity and developing a culture around our core values, with the opportunity to lead on team centred initiatives focusing on areas such as wellbeing. A focus on bringing simplicity and a ‘lightspeed mindset’ to life will be critical, ensuring that logistics and activities enable the delivery of creating an amazing workplace for all and one in which our culture thrives.

Working closely with the mRNA/ AV Franchise Lead to coordinate projects, logistics and meetings/events and provide communications support, this role will play an important part in our operations.

Help ensure that appropriate processes, policies are followed diligently to ensure required compliance and adherence.

Primary Duties
- To provide comprehensive administrative support to the mRNA/Antiviral Franchise Lead by providing full and proactive diary management, ensuring all internal and external meetings are arranged efficiently
- Coordinate logistics, scheduling and planning all mRNA/AV leadership team meetings, franchise wide events and other key meetings
- Play an integral role in the development of the team culture and community around Pfizer’s core values, within the franchise, identifying and leading on projects to enhance to culture, team connectivity and wellbeing
- Attend all mRNA/AV Leadership Team meetings, contribute as a team member with full responsibility as the secretariat
- Processing expenses, co-ordinating all travel/logistics/meetings, both face to face and virtual, ensuring that potentially conflicting arrangements are prioritised and effectively resolved
- Act as a first point of contact for both internal colleagues and external customers, ensuring that queries are dealt with effectively and where appropriate maintaining confidentiality. This will help shape the reputation of the Franchise
- Take a lead role to identify, manage and fully participate in project work to implement improvements and enhancements to existing working practices and/or develop new working practices with simplicity and lightspeed behaviours at the core
- Act as a source of information on administrative issues, providing relevant information and support to other members of the franchise as required, to ensure the smooth running of the team
- Establish and maintain procedures and systems to support processes in line with Pfizer Compliance and SOPs
- Collate and analyse information for use by leaders in departmental decision-making, ensuring that such information is relevant, accurate and provided to set deadlines and participate in departmental decision-making, liaising with leaders as appropriate
- Produce routine documents such as letters, reports, and other documentation such as presentations and spreadsheets
- Process financial / administrative information on behalf of the leaders, checking and validating information for completeness and investigating errors and discrepancies. Acting as a point of contact to finance representatives when required on behalf of the leaders. Management of forecasting and tracking of budget
- To coordinate, optimise and disseminate information to relevant departments/colleagues within Pfizer on behalf of the leadership team
- New Starters/Undergraduates and Leavers -supporting them with onboarding/offboarding
- Manage Teams sites, keep them well organized, structured and up to date to simplify work and develop to meet LT’s needs
- Supporting the team with Financial Requests to help team stay within allocated budget spend with mínimal financial queries. Assisting with financial requests onto the Ariba System Investigating Financial issues and the resolution of queries e.g. GFS queries, Purchase Order / Vendor queries. Additional financial support given at key financial points throughout the year and at Year End to assist further with Purchase Order closures

Basic Qualifications
- Demonstrated strong ability to carry out comprehensive administrative support to Leader/s including proficiency in all office responsibilities
- Has the ability to plan, organise and prioritise own workload with mínimal supervision to meet upcoming / cyclical deadlines
- Proven ability to juggle conflicting priorities
- Must possess excellent written and verbal communication and coordination skills with the ability to work effectively with all levels of management
- Must be independent, proactive and self-motivated with excellent attention to detail
- Has the ability to take a wider perspective when making decisions
- Demonstrated positive “can do” attitude and lightspeed behaviours
- Support and contribute to innovation, simplicity and continuous improvemen