1+ months

Administrative Assistant

Pfizer
Tampa, FL 33602
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For more than 170 years, Pfizer has continuously worked to make a difference by delivering innovative therapies that improve the lives of our patients. By building a talented community of colleagues that align with our patient-focused purpose and core values, Pfizer has improved global health and impacted more than 780 million patients around the world.



In 2021, Pfizer expanded its global footprint to Tampa, establishing a strategic powerhouse that brings together multi-disciplinary, professional services including Finance, Accounting, Treasury, Digital, HR Services, Sourcing, Commercial and Project Management into a single, centralized location. With so many diverse and highly-skilled colleagues supporting multiple functions and services across the organization, Pfizer Tampa offers ample opportunity to engage in newer ways of working that enhance, simplify, and transform how we deliver treatments to our patients.



Located in Heights Union, the Pfizer Tampa site offers a modern industrial design, the latest in innovative technology, and close proximity to Downtown with views of the Tampa Riverwalk and access to the Channel district and Bayshore Boulevard. From an onsite fitness center to top floor panoramic balconies and outdoor patio, our activity-based space will provide various ways of working to offer collaboration and flexibility to colleagues. The Pfizer Tampa site has constructed an atmosphere that fosters interaction and prioritizes colleague health and wellness.



Additionally, to achieve breakthroughs that change patients' lives, Pfizer is revolutionizing and evolving how colleagues work today. This year, Pfizer launched a new initiative that we call Log In For Your Day where a majority of colleagues can arrange with their manager to work remotely two or three days a week while still maintaining the ability to collaborate regularly in person at our sites. This flexible working model blends the best of remote work and on-site collaboration to drive greater flexibility, support work-life balance, and promote a vibrant, agile, and innovative culture.



**ROLE SUMMARY**



Sourcing & Enterprise Services (S&ES) delivers world-class capabilities to Pfizer, partnering with internal Pfizer customers to ensure they receive maximum value for every dollar spent with Pfizer suppliers and delivering a portfolio of best-in-class Enterprise Services. We accomplish this by executing effective strategic processes, including category management, supplier management and sourcing projects, and operational excellence. We add value by aligning Pfizer with the best suppliers, promoting continuous improvement in supplier performance, and driving compliance with Pfizer's requirements. We strive to obtain the right price for the right product or service, deliver high quality services and exceed the expectations of the businesses we support. Sourcing Operations & Enablement is the team within S&ES that enables critical processes via program management, technology, and shared services infrastructure.



Working to support a team of Sourcing Operations & Enablement (SOE) professionals, the Administrative Assistant position provides a comprehensive range of administrative services. Emphasis for this position is on supplier diversity support, local site coordination, communications, procurement requisitioning, and calendar planning.



**ROLE RESPONSIBILITIES**



**The key tasks include, but are not limited to:**



**I - Supplier Diversity support:**



+ Initiate and track bulk and ad hoc distribution of certification requests to suppliers using DocuSign. Help suppliers with issues related to completing the forms.

+ Run DocuSign reports weekly and provide to supplier diversity team for inclusion in performance dashboards.

+ Monitor supplier diversity mailbox and handle or triage inquiries.

+ Track and maintain supplier diversity budget (planned and actual payments), liaising with external advocacy and other organizations as needed.

+ Upload all completed Small Business Enterprise forms to SharePoint for auditing purposes.

+ Coordinate logistics for supplier diversity conferences, including ordering and shipment of supplies and materials, coordination with event venue or exhibit management company, registration of participants, and development of event summaries for participants.

+ Support supplier diversity team and S&ES colleagues with vendor searches.



**II - Local site coordination:**



+ Support all local S&ES colleagues in their onboarding and ongoing needs (e.g., identifying appropriate contacts or processes, resolving issues on behalf of local colleagues, obtaining equipment or supplies, etc.).

+ Support onsite events, such as "Doing Business with Pfizer" for diverse suppliers, including planning the event, coordinating food service, registering supplier representatives, and coordinating with security for site access.



**III - Communications:**



+ Provide access for S&ES-only SharePoint site for new colleagues and select contractors (upon sponsor approval).

+ Update S&ES-only and PfizerWorld SharePoint sites' links, pages, and documents, upon request.

+ Monitor S&ES mailbox and handle or triage inquiries.

+ Add new team members to Outlook distribution lists, team sites, mailboxes, and team org charts.

+ Distribute bulk external communications on behalf of leadership team members.

+ Create and issue SOE staff meeting minutes.



**IV - Procurement requisitions:**



+ Create purchase requisitions or check requests for supplier diversity sponsorships, memberships, scholarships, and events. Troubleshoot any invoicing or payment issues.

+ Create purchase requisitions or check requests for other team needs (e.g., consulting services, office supplies, external data sources, etc.). Troubleshoot any invoicing or payment issues.

+ Help other colleagues with their requisitioning questions.



**V - Calendar planning:**



+ Manage Vice President's calendar, proactively and diplomatically seeking to resolve conflicts.

+ Schedule and coordinate meetings (virtual or onsite) with both internal and external participants. For onsite meetings, greet external visitors and escort them to and from the meeting location.

+ Make travel arrangements; assist with the travel visa process, when required.

+ Schedule recruiting interviews for SOE team members.

+ Add new team members to shared team calendar for out of office tracking.



**VI - Other:**



+ Serve as SOE team's subject matter expert for select Microsoft applications, such as Outlook, Teams, and SharePoint.



**Qualifications**



+ Highschool or GED degree required

+ Candidate should have at least 4 years administrative experience that demonstrates an ability to carry out all office functions proficiently, including experience interfacing with senior management

+ Demonstrated strong self-starter, independent, pro-active, and self-motivated

+ Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis

+ Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative

+ Ability to work well both in team environment as well as operate independently with minimal supervision

+ Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization

+ Use good judgment while working with highly sensitive, confidential material and information

+ Proactive and anticipates needs

+ Must have the ability and professional demeanor to interface with senior management, international colleagues, and important external stakeholders

+ Excellent attention to detail

+ Proficiency in MS Word, Excel, PowerPoint, SharePoint, Teams, and Outlook are essential.



**Other Job Details:**



+ Eligible for Employee Referral Bonus: YES



**Pfizer requires all U.S. new hires to be fully vaccinated for COVID-19 prior to the first date of employment. As required by applicable law, Pfizer will consider requests for Reasonable Accommodations.**



**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.



**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.



Administrative



\#LI-PFE
Posted: 2021-09-03 Expires: 2021-11-14
Sponsored by:
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Administrative Assistant

Pfizer
Tampa, FL 33602

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