Position Overview & Specifications
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.
- 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