Executive Assistant to Cluster Lead

6 months ago

Sandton, South Africa Pfizer Full time

ROLE SUMMARY:
The Executive Assistant (EA) to the Cluster Lead, SSA provides administrative and office services of a highly complex and critical nature. The EA is expected to be able to work autonomously with exceptional professionalism and attention to detail with work that involves time-sensitive and urgent issues, tight time frames, and in demanding situations. The ability to collaborate and communicate effectively with internal and external stakeholders will be key. The role will also handle confidential/sensitive information and need to use the utmost discretion when dealing with multiple stakeholders both internally and externally.

ROLE RESPONSIBILITIES:

- Manage an active calendar and anticipate conflicts and uses diplomacy to resolve problems in advance.
- Schedule and coordinate all team meetings including ongoing maintenance of 1:1’s with direct reports, LT members, etc.
- Planning meetings includes issuing invitations and managing agenda requests, pre read materials, and associated meeting logistics.
- Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met.
- Manages highly sensitive/confidential information; use appropriate discretion in the management of information and stakeholders.
- Manage all travel required for the Cluster Lead. This may include complex international travel, visa preparation, ground, and hotel.
- Provide phone screening coverage; arrange for visitor passes and building access.
- Support the Cluster Lead in projects, proposals, bids, etc. through research, consultation and team coordination.
- Prepare and edit reports and presentations.
- Complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
- Prepare expense reports, track reimbursements and ensure correct credits/debits; manage purchase orders through system and tracking invoices.
- Draft and prepare correspondence for internal communications.

EDUCATION & EXPERIENCE:

- Post matriculation qualification required, Bachelor’s degree preferred
- 5+ years of demonstrated work experience providing executive level support required.
- 10 years administrative assistant experience preferred.
- Ability to carry out all office and administrative functions proficiently, with high quality on a timely basis required.

REQUIRED SKILLS:

- Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization.
- Digital Proficiency and social media skills preferred
- Proficiency in MS Word, Excel, PowerPoint, Teams, SharePoint, Outlook and OneNote are essential
- Self-starter that demonstrates 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 mínimal supervision.
- Uses good judgment and maintains confidentiality while working with highly sensitive, confidential material and information.
- Must have the ability and professional demeanor to interface with senior management, international colleagues and important external stakeholders
- Excellent attention to detail.

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

Administrative

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