Executive Assistant to Chief People Experience Officer, EVP
Job Description
ROLE SUMMARY
The Executive Assistant to the CPXO is a critical member of the Office of the Chief People Experience Officer responsible for core administrative activities and day-to-day operations. This role partners with the Chief of Staff and Director in supporting key projects and ensuring deadlines and obligations are met. As the Executive Assistant, you will be expected to handle multiple priorities while working autonomously with exceptional professionalism and confidentiality.
The ideal candidate will have the ability to exercise good judgment in a diversity of situations, with strong communication, collaboration, organizational skills, and the ability to maintain a realistic balance among multiple priorities.
ROLE RESPONSIBILITIES
Manage sensitive matters with a high level of confidentiality and discretion.
Monitor CPXO’s mailbox including email correspondence and bringing critical/time sensitive matters to immediate attention.
Manage complex calendar with attention to detail and anticipate conflicts. Use diplomacy to resolve problems in advance.
Responsible for all meeting logistics including conference room reservations, videoconferencing systems, catering, visitor badges and associated meeting logistics.
Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met, particularly when leader is offsite.
Proactively prepare meeting materials in advance utilizing OneNote
Requires strong Microsoft Office skills for preparing/editing reports and presentations
Organize all domestic and international travel for business trips, including aviation arrangements, spousal attendance, hotel accommodations, ground transportation, preparing all travel documents, visas/passports, and presentation materials for meetings.
Support the planning of offsites and preparation of itineraries
Provide phone screening coverage
Prepare expense reports, track reimbursements and ensure correct AMEX credits/debits; manage purchase orders through Ariba system and tracking invoices.
Coordinate and provide key information to other business units as appropriate.
Order office supplies and IT equipment as requested.
Work closely with other Administrative Partners within PX as well as across the Executive Leadership Team
Manage the reward & recognition program on behalf of the CPXO office
Stay up to date on latest digital trends to identify efficiencies within the office
Use appropriate discretion in the management of information and stakeholders
QUALIFICATIONS
5+ years of demonstrated executive administrative assistant experience with 2+ years providing C-Suite level support required
Ability to carry out all office and administrative functions proficiently, with high quality on a timely basis required
Must have strong executive presence to interface with senior management, international colleagues and important external stakeholders and must be able to exhibit good judgment in handling confidential information
Demonstrated resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative
Demonstrated ability to be change agile
Demonstrates Pfizer Values
Flexible work hours required (early mornings, evenings and/or weekends, as needed)
PREFERRED QUALIFICATIONS
Associates degree or Bachelor’s degree preferred
Bachelor’s degree strongly preferred
Strong knowledge of Pfizer headquarters environment
Knowledge of Pfizer organizational processes
Knowledge of Pfizer corporate compliance policies, T&E policies, etc.
REQUIRED SKILLS
Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization, including C-Suite.
Proficiency in MS Word, Excel, PowerPoint, Teams, OneNote and Outlook are essential
Proficiency in Pfizer systems (e.g., Ariba, SharePoint, Concur, and Workday)
OTHER DETAILS
Last Date to Apply for Job: April 11, 2024
Work Location Assignment: New York Headquarters
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.
