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Administrative Lead


Job Summary

Cambridge, MA
Other/Not Classified
Job Type
Full Time
Career Level
Experienced (Non-Manager)
Job Reference Code

Administrative Lead

About the Job

Performs executive level administrative duties to support a Vice President (VP) within Early Clinical Development (ECD) within Pfizer Worldwide Research and Development. Responsibilities will include proactive calendar management, meeting planning, coordination, and travel planning for senior leaders of the ECD organization.

The position will interface regularly with department members as well as colleagues from related functions and will be expected to interact and coordinate activities appropriately with scientists, academic collaborators, vendors and all visitors.  Requires learning and execution of internal procedures of Pfizer, ensuring 100% adherence to compliance regulations.  Excellent interpersonal skills, exemplary organizational skills, strong computer and internet skills, project coordination experience, and the ability to work well with all levels of internal management and staff are critical for success in this role.

Requires seamless partnership with other administrative staff members in a professional and team oriented approach. The incumbent will contribute to and/or lead selected business operations functions and initiatives for the department. Sensitivity to confidential matters required.  The role is based in Cambridge, MA.

Role responsibilities:

  • Manage day-to-day operational and administrative duties to support a VP within Early Clinical Development (ECD) and direct reports.
  • Coordinate and proactively manage calendars and meeting schedules, using prioritization skills and a high level of interpersonal skills.
  • Plan and optimize travel plans for selected functional groups within the department, as needed.
  • Coordinate logistics and materials for meetings and presentations including offsite and all-hands meetings.
  • Collate information (agendas, pre-read material, etc.) in advance of meetings.
  • Prepare reports by collecting and analyzing information.
  • Undertake procurement for contracting purposes.
  • Gain a thorough understanding of all corporate goals, policies, personnel, processes and procedures.
  • Proactively identify or anticipate issues and use judgment to expeditiously resolve all issues including the most urgent.
  • Review and process expense reports and invoices.
  • Schedule interviews for candidates, as required, including serving as the liaison with interviewers, HR, and candidates and planning associated activities (travel, room bookings, processing expenses, etc).
  • Contribute ideas toward new administrative procedures to enhance effectiveness of self and others within the department.
  • Support other administrative or contracted staff in the fulfillment of their job duties.
  • Maintain professional knowledge base and seek opportunities to enhance skills and abilities; seek new areas of responsibility and perform new tasks; recommend process improvements.
  • Handle all duties with a high degree of integrity, professionalism and confidentiality.
  • Demonstrate commitment to providing customer-focused quality service.
  • Contribute to positive group dynamics and public relations by developing professional relationships with internal stakeholders and external visitors.
  • Assist and perform ad hoc duties for members of the executive team, as necessary.
  • Able to work flexible hours and to be accessible after hours, as needed.

Training & Education Preferred:

  • Qualified candidates will have a minimum of a high school diploma or equivalent and 5-10 years administrative experience that demonstrates ability to carry out tasks proficiently and to complete quality work on a timely basis; excellent attention to detail.
  • College degree strongly preferred with work experience.
  • Experience as an administrative assistant or project manager required.
  • C-level executive support experience > 1 year preferred.
  • A healthcare background is beneficial.
  • Demonstrated proficiency in assigned technologies.
  • Excellent communication, interpersonal and influencing skills at a global, cross-line level.
  • A strong sense of personal integrity; able to maintain confidentiality and handle highly sensitive information; demonstrated good judgment and decision-making skills.
  • Demonstrated success supporting large and complex projects.
  • Demonstrated ability to transform collections of ideas into finished products and to manage a wide variety of activities while accounting for changing priorities.
  • Experience within the pharmaceutical research and development industry preferred, along with understanding of the drug discovery environment and scientific disciplines.

Technical Skills Requirements

  • Superior attention to detail and able to multi-task and change priorities quickly.
  • Strong sense of urgency and efficiency in completing work.
  • Exemplary time management and prioritization skills.
  • Must be able to maintain composure under pressure and manage unforeseen situations.
  • Excellent judgment, problem resolution and decision-making skills.
  • Excellent communication skills (verbal and written).
  • Ability to identify, propose and develop new solutions to further the effectiveness of the group.
  • Excellent organizational skills with the ability to plan and execute projects.
  • Ability to work autonomously and thrive in a fast-paced environment.
  • Strong proficiency in Microsoft Outlook.


  • Evidence of desire for excellence and striving for constant improvement.
  • Displays personal leadership to ensure success.
  • Proactively identifies opportunities for development of self.
  • Knowledge of the tools and processes used to develop the appropriate resources to support exploratory research.
  • Proven track record of leading and delivering on multiple projects in parallel.
  • SharePoint,, Excel, Word, PowerPoint, Project.


EEO & Employment Eligibility

Pfizer is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status.  Pfizer also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA.   Pfizer is an E-Verify employer.

Sunshine Act

Pfizer reports payments and other transfers of value to health care providers as required by federal and state transparency laws and implementing regulations. These laws and regulations require Pfizer to provide government agencies with information such as a health care provider’s name, address and the type of payments or other value received, generally for public disclosure.  Subject to further legal review and statutory or regulatory clarification, which Pfizer intends to pursue, reimbursement of recruiting expenses for licensed physicians may constitute a reportable transfer of value under the federal transparency law commonly known as the Sunshine Act.  Therefore, if you are a licensed physician who incurs recruiting expenses as a result of interviewing with Pfizer that we pay or reimburse, your name, address and the amount of payments made currently will be reported to the government.  If you have questions regarding this matter, please do not hesitate to contact your Talent Acquisition representative.

Other Job Details: yes

  • Last Date to Apply for Job: August 1, 2018
  • Eligible for Employee Referral Bonus: yes

Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.


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