The Administrative Assistant is responsible for providing a full range of administrative support services to the Inspection Management and GLP QA teams and members of MQA based in Groton. This role requires the building of strong working relationships across MQA and its partner groups and facilitating operational support to ensure timely delivery of the MQA operational activities, including Inspection logistics in Groton. The Administrative Assistant also takes on ad hoc administrative and logistical responsibilities when required.

Administrative Assistant Responsibility:

• Organize and maintain key department files and file systems, as applicable
• Update departmental organizational charts, job descriptions, site action plans and maintain departmental CV repository in an inspection ready state
• Support administrative needs of Groton based regulatory and third party inspections, and associated activities to mitigate risk to the business and drive toward successful outcome
• Support colleague on-boarding/off-boarding including interview scheduling, partnering with colleagues/contractors/managers to ensure successful transition and documentation
• Ensure that office administrative functions are effectively executed in a timely manner
• Maintain department and MQA leadership team meeting calendar and independently coordinate agenda, meeting logistics, meeting schedules, meeting minutes, contingency planning and proactive problem-solving
• Develop tracking mechanisms (for equipment assigned to MQA staff, meeting agendas, follow-up items, etc.), as directed
• Arrange all domestic and foreign travel, (i.e. tickets, Visas, etc.) as appropriate
• Assist in preparation of presentations, communications and high quality graphics
• Create, compose and edit non-standard written material and review materials for accuracy, completeness and compliance with departmental policies
• Identify inefficiencies and develop streamlined administrative processes
• Anticipate potential needs of the team and recognizes potential conflicts that may hinder work progress
• Effectively manage confidential/ sensitive material/information
• Actively communicate status of work projects without need for follow up
• Utilize workflow processes to support departmental needs related to purchase orders, invoice processing, Travel & Entertainment expense reporting, and other critical business processes
• Maintain functional line SharePoint space: collect and post information, oversee organization of space, manage permissions
• Support the administrative aspects of Repository for Audit and Inspection Documentation (RAID)
• Manages self and creates positive relationships with others by flexing his/her working style to ensure inclusion
• Build constructive and effective relationships and use diplomacy and tact
• Mentor and provide workload support for other administrative colleagues as appropriate.

Qualifications:

• Demonstrates initiative and has a creative and common-sense approach to problem solving
• Demonstrate expert knowledge and proficiency with general administrative technical functions [i.e. email, MS Office (Word, Excel, PowerPoint, Project), Internet, Insight, SharePoint, QTS, GCE, Ariba, Cross site access, Travel Connect, supply/equipment ordering] and able to mentor colleagues in these areas
• Advanced knowledge with IBM PC and related applications (e.g.., Visio, Internet Explorer, QA database, etc.) The position requires a minimum of 5 plus years prior experience providing administrative support
• Experience in a pharmaceutical setting preferred
• Prior experience supporting a quality assurance organization preferred
• Proven ability to function autonomously in a matrix model and team environment
• Mastery of processes, tools and techniques for planning and monitoring multiple complex projects to established deadlines

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 providerame, 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:

• Last Date to Apply for Job: February 28, 2018

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