Administrative Assistant

Use Your Power for Purpose

A career with us is about discovering breakthroughs that change patients' lives. We need dedicated colleagues like you who are efficient, find solutions, and collaborate with others to achieve our purpose. A high-performing administrative team is essential to bringing those therapies to people all over the world and making a positive difference. Your role is crucial in ensuring that these life-changing therapies reach those in need, and your efficiency and collaborative spirit are key to our success. Join us in making a meaningful impact on patients' lives by being part of a team that values innovation, dedication, and teamwork.

The Executive Administrator position reports to the Senior Director of Financial Operations and provides administrative support to the Senior Director of Workforce Platforms, the Vice President of Business Integrations and Real Estate, the Vice President of Cloud and Network Security Services, and the Senior Director of Solutions Adoption.

Key Responsibilities

• Administrative: Provides comprehensive administrative support, including initial responses to internal and external customers, screening incoming inquiries and meeting requests, organizing correspondence and other records, securing office space, coordinating large-scale office moves, and collaborating with other Executive Administrators both inside and outside the organization.

• Meeting Coordination: Manages calendars for the leadership team, schedules small and large-scale meetings, works with meeting support services for on-site and off-site events, and processes travel arrangements.

• Contractor Onboarding: Coordinates the onboarding process for new external resources, leads the renewal of existing resources, and communicates with sponsors and vendors throughout the process.

• Training Steward: Acts as the training liaison for the Financial Operations and Digital Solutions Adoption and Colleague Solutions teams, ensures that the correct training curricula are assigned to new hires, and that training courses are completed on time.

• Tampa Digital Events: Assist the Tampa Digital Site Lead with speaking events related to solution overviews, professional development, community service, and team building.

Administrative

• Serve as the initial representative to the office, responding to internal and external customers.

• Screen incoming inquiries and meeting requests.

• Manage Microsoft Teams, including teams and channels.

• Maintain Outlook and other distribution lists.

• Organize and maintain correspondence and records, follow up on pending matters, and prepare correspondence for final approval.

• Request office space for new hires and coordinate space or neighborhoods and conference rooms for visitors (guests, vendors).

• Coordinate large-scale office or neighborhood moves with Global Workplace Solutions.

• Work closely with other administrative assistants regarding coverage within the group, facilitate overseeing of the assistants, and manage workflow.

• Handle ad hoc requests as required.

Meeting Coordination

• Manage leadership team calendars for planning purposes, including meetings, vacations, and coverage.

• Schedule individual, team, and large-scale meetings and events.

• Coordinate the development or receipt of meeting materials, such as agendas, presentations, and meeting summaries, and distribute them prior to the meeting date.

• Coordinate with support groups to arrange space, catering, and audio-visual equipment for meetings.

• Address all other issues related to on-site and off-site events.

• Arrange travel plans for LT members.

• Prepare and submit expense reports for leadership team in Concur.

• Provide backup support to other executive administrators when they are out of the office.

Contractor Onboarding

• Maintain the ERP Onboarding mailbox for new onboarding requests and questions.

• Validate new onboarding requests for completion and accuracy.

• Collect cost center and project codes to charge resources against (virtual desktops only) and maintain a master listing for future use.

• Create or reinstate records in the GetAccess system for new or returning resources.

• Submit onboarding requests for Outlook accounts, Network IDs, Connect on Demand, and laptops.

• Request laptops via PCMAC if one was not requested during the onboarding process.

• Request neighborhood space for on-site resources.

• Follow up with sponsors to ensure resources register their identity within the 30-day requirement.

• Request curricula roles from sponsors and submit curricula assignment requests for all resources in the Compliance Learning Tool.

• Track all support tickets, approvals, etc. until onboarding is complete.

• Send notifications to sponsors to approve onboarding requests.

• Submit virtual desktop services requests once network IDs are received

• Email onboarding completion notifications to IBM resources.

• Maintain over 800 contractor records in the GetAccess system.

• Send quarterly renewal reminders to sponsors, track the renewal status of resources in GetAccess, and assist with renewals.

• Address questions from vendors, sponsors, and resources.

Training Steward

• Serve as the representative for the Financial Operations and Digital Solutions Adoptions and Colleague Solutions teams.

• Collaborate with teams to understand new curricula, training processes, and systems.

• Conduct monthly follow-ups with the leadership team to ensure all outstanding training is completed for the upcoming balanced scorecard.

• Request curricula role assignments for new colleague hires in the Compliance Learning Tool.

Tampa Digital Events

• Schedule monthly Tampa Digital events for the entire year

• Make travel and other arrangements for guest speakers 

• Coordinate with audio visual team to schedule onsite location, room layout and online viewing

• Coordinate conference layout with the facilities team

• Coordinate food and beverage arrangements with internal catering service and external vendors

BASIC QUALIFICATIONS

• High School Diploma or GED with at least 4 years of experience of administrative experience in a corporate environment, providing support to senior leaders.

Technical Skills

• Proficiency in Microsoft Excel and effective use of other Microsoft Office products (i.e., PowerPoint, Word)

• Takes accountability and is a self-starter

• Quickly learns new skills and knowledge

• Excellent oral and written communication skills

• Demonstrated business acumen

• Strong negotiation and influence skills

Leadership Skills

• Excels in a collaborative team environment

• Demonstrates a willingness to contribute fresh and innovative ideas

• Highly organized and capable of managing multiple projects

• Self-starter with a strong motivation to own tasks and drive results

PREFERRED QUALIFICATIONS

Bachelor’s degree in business administration is advantageous.

PHYSICAL/MENTAL REQUIREMENTS

Must be able to work on a laptop or desktop for extended periods of time.

NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS

No travel required

Work Location Assignment: Must be able to work in assigned Pfizer office 2-3 days per week, or as needed by the business

This role is NOT remote

Last day to apply: September 30th 2025

The salary for this position ranges from $21.82 to $36.36 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments. Benefits offered include a 401(k) plan with Pfizer Matching Contributions and an additional Pfizer Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Learn more at Pfizer Candidate Site – U.S. Benefits | (uscandidates.mypfizerbenefits.com). Pfizer compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - Florida - Tampa location.

Relocation assistance may be available based on business needs and/or eligibility.

Administrative