Administrative Assistant, Pfizer Brand & Agency Partnerships

About the position

We're looking for a stellar Administrative Assistant — someone who brings sharp organizational instincts, genuine curiosity, and the kind of energy that raises the bar for everyone around them. The Pfizer Brand & Agency Partnerships team operates at the intersection of brand advertising, digital platforms, creative standards, and content innovation, and we need a partner who can match that pace and complexity with excellence. The PBAP Administrative Assistant provides high-level administrative and operational support to the Head of Pfizer Brand & Agency Partnerships (PBAP) and plays an active role in the day-to-day rhythm of the broader PBAP leadership team. This role requires a proactive, tech-savvy professional who can operate with speed and precision, anticipate needs before they're voiced, and bring a collaborative spirit to everything they do. This role is a front-row seat to enterprise-level brand strategy and creative leadership —ideal for someone who brings real experience, sharp instincts, and the drive to be a genuine partner to a high-performing team. PBAP is a team that moves with intention and pace. The right person for this role doesn't wait to be told what to do — they read the room, connect the dots, and bring calm and competence to a high-energy environment. They're comfortable with ambiguity, energized by variety, and take pride in making a great leader and team even better. If you're someone who sees this role as a launching pad — a place to build skills, gain exposure, and accelerate your career — you'll find exactly that here.

Responsibilities

• Own and manage a complex, fast-moving calendar for the Head of PBAP — prioritizing, protecting, and optimizing time with judgment and foresight.
• Coordinate travel arrangements, including detailed itineraries and logistics.
• Prepare and process expense reports accurately and on time.
• D raft, review, and manage correspondence and communications on behalf of the Head of PBAP with professionalism and discretion.
• Anticipate the needs of the executive and proactively surface information, prep materials, and resolve conflicts before they become problems.
• Plan and coordinate leadership team meetings, offsites, team events, and cross-functional forums — managing agendas, pre-reads, logistics, and follow-up end to end.
• Track action items and decisions from key meetings, ensuring accountability and follow-through across the team.
• Serve as a connector and coordinator across the PBAP team, helping the organization stay in sync and moving forward.
• Support onboarding logistics for new team members and contractors, including systems access, equipment, and orientation coordination.
• Leverage digital tools and platforms — including Microsoft 365, Teams, SharePoint, and emerging AI-powered productivity tools — to enhance efficiency and communication.
• Maintain departmental resources including shared drives, distribution lists, and team sites.
• Identify and champion opportunities to improve workflows through smarter use of technology.
• Build strong, collaborative relationships with peer executive administrative partners across PBAP and the broader CMO organization, ensuring seamless coordination and coverage.
• Serve as a visible and approachable point of contact for internal and external partners interacting with the Head of PBAP.
• Support team culture and engagement initiatives, including team events, recognition moments, and communications.

Requirements

• High school diploma or GED required; bachelor's degree preferred
• A minimum 4 + years of experience in an executive administrative or coordinator role, supporting senior leaders in a fast-paced environment
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams and SharePoint
• Exceptional calendar management, multitasking, and prioritization skills.
• Strong written and verbal communication skills with a keen eye for detail
• Demonstrated ability to handle confidential and sensitive information with discretion and integrity
• Proactive, solutions-oriented mindset with a track record of anticipating needs and acting independently

Nice-to-haves

• Experience supporting marketing, creative, brand, or technology-focused teams
• Comfort with and curiosity about emerging digital tools, AI productivity platforms, and evolving workplace technologies
• Demonstrated experience building productive relationships with other senior executive administrative staff across a matrixed organization
• Experience managing complex, multi-stakeholder meetings and events
• Familiarity with tools such as Ariba, Workday, or similar enterprise platforms

Benefits

• eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies
• comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments
• 401(k) plan with Pfizer Matching Contributions and an additional Pfizer Retirement Savings Contribution
• paid vacation, holiday and personal days
• paid caregiver/parental and medical leave
• health benefits to include medical, prescription drug, dental and vision coverage