Administrative Assistant, Enterprise Colleague Communications & Engagement
Pfizer Inc.
New York City, NY
Job posting number: #7279275 (Ref:pf-4919741)
Posted: September 11, 2024
Job Description
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.
ROLE SUMMARY
The Administrative Assistant (AA), Enterprise Colleague Communications & Engagement (ECCE) is responsible for supporting the ECCE team and the Diversity, Equity and Inclusion (DE&I) team in executing overall administrative duties. The AA will report to the Vice President, ECCE, and will also provide support on projects working with those across the ECCE team. They will also provide support to the Global Chief DEI Officer (GCDO) and will support projects across the DE&I team.
ROLE RESPONSIBILITIES
Work with ECCE VP and team to provide support in the following areas:
Prioritize and manage key administrative duties in an efficient and timely manner, including expense reports, SOW submissions, meetings/calendar management, and travel arrangements.
Provide administrative support to ECCE team members on occasion for meeting planning, scheduling, travel and expenses.
Manage the issuing of correspondence on behalf of the CEO mailbox to large colleague audiences, including all colleague globally. Requires full knowledge of the OnMessage process, and close coordination with External comms partners and other internal key functions who are creating content for large colleague audiences. They must be the team expert on OnMessage.
Work closely with colleagues in the Office of the CEO and the Chief People Experience Officer to ensure open lines of communication and coordinated efforts around enterprise communications work.
Develop and maintain a clear understanding of overall processes to deliver enterprise communications to the organization by utilizing various comms channels, such as email, Teams, and Viva Engage (Yammer).
Provide support on occasion to the PfizerWorld intranet site by uploading articles and pulling analytics.
Responsible for issuing PX News OnMessage and email communications to defined colleague audiences, working closely with the PX News subject matter experts and ECCE team member to ensure that the information in distributed accurately and in a timely manner. Provide backup support for PX News Viva Engage (or similar) posts.
Provide support to team members across ECCE where needed on key projects
Participate in ECCE meetings, which may include creative brainstorming sessions, internal comms planning, and event planning.
Work with ECCE team on coordination of key events such as Blueprint Leaders’ meetings, Pfizer Live, and other ad hoc all-colleague events and engagements.
Ability to work on weekends, and/or early mornings to issue key communications from CEO or other leaders, on occasion.
Work with the Global Chief DEI Officer (GCDO) and team to provide support in the following areas:
Prioritize and manage key administrative duties in an efficient and timely manner, including expense reports, SOW submissions, meetings/calendar management, and travel arrangements.
Assist in meeting planning, scheduling, and travel arrangements for the GCDO.
Support the GCDO and their team members on key projects as needed.
Participate in meetings and collaborate with the GCDO team on diversity, equity, and inclusion (DEI) initiatives.
Assist in coordinating key DEI events, such as workshops, training sessions, and diversity celebrations.
Help maintain and update DEI-related resources, including the DEI Hub, training materials, policies, meeting agenda, and notes.
Conduct research and gather data on DEI best practices, industry trends, and benchmarking information.
Assist in preparing presentations, reports, and other materials related to DEI initiatives.
Handle confidential and sensitive information with utmost discretion and professionalism.
Be available to work early mornings on occasion to support key events.
BASIC QUALIFICATIONS
Must-Have
High School Diploma or GED
4+ years' experience
Previous experience that demonstrates ability to proactively carry out administrative functions proficiently, and to complete quality work in a timely manner
Excellent attention to detail, time management, organization, and prioritization skills.
Demonstrate expert knowledge and proficiency with general office procedures, such as telephone reception, customer service, e-mail etiquette etc.
Demonstrated experience coordinating domestic and international travel
Demonstrated verbal and written communication skills
Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook
PREFERRED QUALIFICATIONS
Exhibits strong writing skills.
Able to interact with all levels of the organization and relay information on behalf of ECCE with tact and confidence.
Able to accurately manage and track team financials (budget, projected expenses, payments) and manage project financials and documentation (Statements of Work, POs, invoices).
Strong Microsoft 365 skills (Word, PowerPoint, Excel, Teams, etc.) including formatting capabilities.
Able to handle highly sensitive information and situations effectively and with appropriate discretion.
Able to organize and prioritize work, meet deadlines, problem solve, be flexible and work independently.
Able to identify and follow a set timeline for approval and distribution of information, planning and scheduling
Foster teamwork and collaboration to contribute to a positive workplace.
Work well and collaborate with colleagues across the company.
Represent ECCE as a creative, innovative and forward-thinking team that delivers stellar communications information to colleagues.
Ability to pivot to different projects, as needed.
Works well under pressure.
Multi-tasks effectively.
Excellent communications professional with proven track-record of success in working with senior leaders and providing stellar, innovative communications support to organizations.
Experience with financial/project systems, e.g., SAP, Taulia.
Bachelor's Degree
NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS
Work early and late hours on occasion, as well as occasional weekends.
OTHER DETAILS
Work Location Assignment:On-site 2-3x/week or as needed by the business
Last date to apply for job: September 24, 2024
Relocation assistance may be available based on business needs and/or eligibility.
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. This position requires permanent work authorization in the United States.
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.
