Executive Assistant - Walton-on-Thames, United Kingdom - Pfizer

Pfizer

Verified Company

Walton-on-Thames, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

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 mínimal supervision.

This role will play an integral part in the creation of the culture within this new team.

As the new team forms, this role will play a key role in developing and embedding team connectivity and developing a culture around our core values, 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 franchise, 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, coordinating all travel/logistics/meetings, both face to face and virtual, ensuring that potentially conflicting arrangements are prioritised and effectively resolved.
Act as a first point of contact for both internal colleagues and external customers, ensuring that queries are dealt with effectively and where appropriate maintaining confidentiality. This will help shape the reputation of the team.
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
Collate and analyse information for use by leaders in departmental decisionmaking, ensuring that such information is relevant, accurate and provided to set deadlines and participate in departmental decisionmaking, liaising with leaders as appropriate.
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.
To coordinate, optimise and disseminate information to relevant departments/colleagues within Pfizer on behalf of the leadership team.
New Starters/Undergraduates and Leavers supporting them with onboarding/offboarding
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 mínimal 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 mínimal 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 selfmotivated with excellent attention to detail.
Has the ability to take a wider perspective when making decisions.
Demonstrated positive "can do"