Administrative Assistant, US Medical Affairs, Specialty Care (Secondment - 12 Months)
Pfizer
·Today
- Location
- USA - NY - Headquarters, United States of America
- Workplace
- Remote, Onsite
- Type
- Full-time
- Department
- Healthcare
- Experience
- 4+ years
- Education
- Bachelor
- Closing date
- Today
- Source
- Workday
Description
ROLE SUMMARY
The Administrative Assistant, US Medical Affairs, Specialty Care (Secondment) provides a full range of administrative support to HQ Medical Leads and Medical Team colleagues. Responsibilities include project coordination, calendar and meeting management, and coordination with other internal support functions. The ideal candidate can multi-task in a variety of situations and respond in a timely manner to changes in priorities.
ROLE RESPONSIBILITIES
Provide administrative support to Medical Leads and team members, including travel and expense report support.
Collaborate with designated Operational Excellence colleagues on administrative and/or logistical needs for the optimal operation of the team.
Schedule and coordinate team meetings, 1:1s, department meetings, and meeting management/logistics.
Arrange domestic and international travel (flights, hotels, ground transportation); prepare and submit PT&E expense reports, ensuring timely reimbursements and CITI card reconciliation in compliance with Pfizer T&E guidelines.
Monitor and track department travel budgets.
Provide support for various medical team meetings; attend as requested, including agenda development and distribution, meeting material coordination, presentations and virtual meeting management, note-taking, and meeting summary distribution.
Work closely with outside vendors, providing support when needed with meeting scheduling and office space.
Manage Purchase Orders through the Ariba system; track payment of invoices as requested.
Lead or support medical operational projects and initiatives.
Handle confidential matters and coordinate key information to other business units as requested and as appropriate.
Manage document resources on SharePoint and support maintenance of shared Teams channels and folders.
Assist with onboarding and offboarding of colleagues, including system access, welcome materials, and training assignments.
Update team organizational charts and distribution lists.
Coordinate activities for complex meetings and events including ordering food and AV equipment, managing/setting up AV equipment onsite, and handling issues for offsite meetings.
Support team engagement and culture initiatives, including organizing celebrations, team events, and colleague recognition activities.
BASIC QUALIFICATIONS
High School Diploma required and 4+ years of experience as an administrative assistant or coordinator
Experience working at the executive administrative level at Pfizer preferred; At least 2 years with Pfizer preferred
Undergraduate degree (BS/BA) or equivalent experience preferred
Strong verbal and written communication skills — ability to mobilize team members and engage leadership.
Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote, CoPilot) and Pfizer applications including ePAY3, Ariba, and SharePoint; SharePoint site management experience preferred.
Excellent judgment and ability to work with confidential documents and information.
Strong interpersonal skills.
Problem solving ability.
Demonstrated ability to proactively carry out administrative functions proficiently and complete quality work in a timely manner.
Excellent attention to detail, time management, organization, and prioritization skills.
Expert knowledge and proficiency with general office procedures such as telephone reception, customer service, and e-mail etiquette.
Experience coordinating domestic and international travel.
Other Job Details:
Last Date to Apply for Job: August 31st, 2026
Eligible for Relocation Package: No
#LI-PFE
Relocation assistance may be available based on business needs and/or eligibility.
Candidates must be authorized to be employed in the U.S. by any employer.
U.S. work visa sponsorship (such as TN, O-1, H-1B, etc.) is not available for this role now or in the future.
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.
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Administrative
