Administrative Assistant

Summary:

Provide traditional administrative support to WWS personnel as needed. This support may extend to personnel located at other WWS sites when needed. Perform inspection readiness activities for WWS functions as required.

Responsibilities:

• Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, including:
• Management of Outlook calendars
• Coordination of cross-functional and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)
• Coordination of travel arrangements
• Preparation of expense reports and tracking of reimbursements
• Arrangement of interviews, onboarding and offboarding of employees and contractors
• Arrangement of visitor passes and access
• Preparation of purchase orders, coordination of requests, routing of invoices
• Ordering of supplies and equipment
• Set up and maintenance of electronic and hard copy project and correspondence files
• Management of distribution lists
• Coordination of new employee training
• Preparation and editing of reports and presentations using Microsoft Office software
• Tracking of workflow items, initiating follow-up when necessary
• Creation of meeting agendas and taking of minutes when requested
• Independently identifies problems or issues and implements remedial actions to address
• Responsible for quality of work that impacts supervisor /department/line
• Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed
• Support activates related to inspection readiness and live inspections
• Perform line-specific activities as requested. Activates may include, but are not limited to:
• Resource management updates (i.e. headcount reports)
• Review and repository maintenance of org charts, CVs and job descriptions
• SharePoint and MS Teams site maintenance
• Reconciliation and quality control of documents
• GDMS document management
• Data analysis and metric development
• Tracking and posting of CMCD/GDMS entries
• AE white mail intake and metric reporting
• Support the most complex workflow and inspection readiness activities as required

Qualifications:

• High-school diploma or General Educational Development (GED) required; Bachelor’s degree preferred
• Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4)
• Proficiency in Microsoft Office Suite
• Experience using Pfizer systems preferred (e.g., Ariba, PT&E, etc)
• Detail-oriented approach to work with strong organizational skills and follow-through
• Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management
• Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations
• Problem-solving mentality, including resourcefulness and ability to work across functions (i.e., finance, IT, facilities, site management) to resolve issues as they arise
• Proven ability to prioritize activities and work independently, including handling multiple tasks with tight deadlines and working well under pressure
• Ability to anticipate conflicts and use diplomacy to resolve as required
• Appropriate use of discretion in the management of confidential information

Rate/Hours:

• $25 - $28 per hour
• This is a hybrid role in Peapack, NJ, that will transition to the Parsippany, NJ location at the end of 2024 or early 2025
• Onsite 2.5 days per week, remote 2.5 days per week

Please note contractors are engaged to provide services to Pfizer on a temporary basis in connection with a specific assignment. Contractors are hired and employed through Atrium, our third-party payrolling partner.

This job posting is for a temporary role as an employee of Atrium on assignment at Pfizer. The individual selected for this role will be offered the role as an employee of Atrium; compensation, medical benefits, fringe benefits, and other terms and conditions of employment shall be presented by Atrium upon offer. The pay rate range provided is a reasonable estimate of the anticipated compensation range for this job at the time of posting. The actual pay rate will be based on a number of factors, including skills, competencies, experience, location and/or being pursued, and other job-related factors permitted by law. In addition, this role will be eligible for overtime pay, in accordance with federal and state requirements.