Executive Assistant & PA to Vaccines and Antiviral UK Medical Director

ROLE SUMMARY

To provide full administrative support to the Vaccines & Antivirals Medical Director with team support for the vaccines & antivirals medical team whilst working under minimal supervision.

This is a new role playing an integral part in the team's culture, in developing and embedding team connectivity and developing a culture around our core values, and with the opportunity to lead on team centered 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 Vaccines & Antiviral Medical Director 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.

TASKS

Primary Duties:

• To provide comprehensive administrative support to the Vaccines & Antivirals Medical Director by providing full and proactive diary management, ensuring all internal and external meetings are arranged efficiently.
• Coordinate logistics, scheduling and planning vaccines & antivirals team key meetings and events.
• Play an integral role in the development of the team culture and community around Pfizer’s core values, within the team, identifying and leading on projects to enhance to culture, team connectivity and wellbeing
• Attend full vaccines & antivirals medical 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.
• 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 medical team 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
• 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.
• Support New Starters/Undergraduates and Leavers with on-/offboarding
• Take initiative to simplify meeting processes, educate colleague in the use of Office 365 applications (Forms, Planner, OneNote, etc.) and help organise audience friendly events
• 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 minimal 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 minimal 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 improvement.
• Excellent judgement as well as ability to work with confidential documents and information.
• Ability to effectively lead projects and to co-ordinate the activities of others.
• Outstanding IT skills, particularly in Microsoft Office products - Word, Excel, PowerPoint, Outlook, SharePoint and MS Teams, as well as skilled in the relevant Pfizer applications and systems

Working hours: Full-time or reduced hours (minimum of 30 hours/week) would be considered for the right candidate.

Work Location Assignment: On Premise, Pfizer Walton Oaks (Flexible)

Closing date for applications is 5 April 2023.

Purpose 

Breakthroughs that change patients' lives... At Pfizer we are a patient centric company, guided by our four values: courage, joy, equity and excellence. Our breakthrough culture lends itself to our dedication to transforming millions of lives.  

Digital Transformation Strategy

One bold way we are achieving our purpose is through our company wide digital transformation strategy. We are leading the way in adopting new data, modelling and automated solutions to further digitize and accelerate drug discovery and development with the aim of enhancing health outcomes and the patient experience.

Flexibility  

We aim to create a trusting, flexible workplace culture which encourages employees to achieve work life harmony, attracts talent and enables everyone to be their best working self. Let’s start the conversation!  

Equal Employment Opportunity 

We believe that a diverse and inclusive workforce is crucial to building a successful business. As an employer, Pfizer is committed to celebrating this, in all its forms – allowing for us to be as diverse as the patients and communities we serve. Together, we continue to build a culture that encourages, supports and empowers our employees.

DisAbility Confident

We are proud to be a Disability Confident Employer and we encourage you to put your best self forward with the knowledge and trust that we will make any reasonable adjustments necessary to support your application and future career. Our mission is unleashing the power of our people, especially those with unique superpowers. Your journey with Pfizer starts here!