The Administrative Assistant will provide a broad range of administrative and financial support to Vice President Finance Worldwide R&D (WRD) as well as select members of the WRD Finance leadership team. The successful candidate will thrive in a complex, fast-paced environment; have excellent communication skills to be able to manage stakeholders in different locations and at various levels of management. The candidate will also have the opportunity to learn and get involved in finance management activities.
These roles supports the Vice President Finance Worldwide R&D as well as select members of the WRD Finance leadership team and requires ability to work in a fast-paced environment and prioritize work, strong communication skills and collaboration, dealing with multiple stakeholders, often managing highly-confidential matters requiring discretion and judgment.
Successful candidates will be highly organized and detail- oriented with strong computer MS Office skills. Key responsibilities include, but are not limited to:
Proactively manages calendar for VP and assists with calendars of select members of the WRD Finance Leadership team (FLT): accept and decline appointments, anticipate conflicts, and resolve issues through collaboration and diplomacy with other Administrative Assistants. Understand the priorities of the VP and WRD FLT to help prioritize time and appointments with key stakeholders
Organize multiple meetings scheduled by/managed by the VP’s office
Coordinate travel for the VP and assist select WRD FLT members with their travel, including expense report preparation
Provides support for various team meetings including agenda development and distribution, meeting material coordination and distribution as well as follow up on action items.
Manages logistical on-boarding and off-boarding support WRD Finance staff including contractors (e.g. systems and equipment).
Work with Controllers Department to schedule and ensure timely execution of all SOX, Quarterly Impairment Reviews, and certifications of internal and external audit requirements
Proactively identify or anticipate issues and use judgment to expeditiously resolve all issues including the most urgent
Provide occasional backup for other department administrative assistants
Maintain department archives on shared network drive
Maintain/update and publish monthly WRD Finance organizational charts; publish to WRD Finance SharePoint
Undergraduate degree (BS/BA) or High School Diploma and equivalent experience
5+ years of experience in an administrative assistant or coordinator experience.
Ability to utilize knowledge of the organization and past practices to propose and help implement efficient processes; ability to learn individual colleague's working styles and both accommodate and shape these to enhance operational effectiveness and efficiency.
Expert knowledge and proficiency with general office procedures such as telephone reception, customer service, e-mail etiquette, commonly used office software (e.g., Outlook, MS Office: Word, Excel, and PowerPoint)
Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis
Skilled in utilizing the following applications and systems: WebEx, Saver for visitors & Cross-Site Access
Strong professional presence and ability to work as a partner to colleagues at varying levels of seniority and across multiple Pfizer sites, international colleagues and important external stakeholders
Organizational, interpersonal and communication skills; ability to identify priorities and exercise sound judgment in accomplishing work in appropriate priority order, based on own assessment of urgency and importance, working with a minimal amount of supervision.
Excellent attention to detail, time management, organization, and prioritization skills
Must be able to work well independently without constant direction
Pfizer experience highly preferred
Knowledge of Pfizer applications and policies (e.g., Ariba, PT&E platforms, SAP, and Box) preferred
Other Job Details:
Last Date to Apply for Job: November 16th, 2018
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