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Administrative Assistant / Px (Hr) Coordinator

Company

Pfizer
Address , San Juan
Employment type FULL_TIME
Salary
Expires 2023-10-11
Posted at 8 months ago
Job Description
ROLE SUMMARY
Everything we do, every day, is in line with an unwavering commitment to the quality and delivery of safe and effective products to patients. Our science and risk-based compliant quality culture is flexible, innovative, and customer oriented. Whether you are involved in development, maintenance, compliance and analysis through research programs, your contribution will directly impact patients.

As Administrative Assistant you will provide full-range of administrative support to include: managing multiple Outlook calendars; plan and coordinate a variety of meetings and events, such as staff meetings and a variety of recurring events with other groups inside and outside of PBG when necessary; prepare and edit reports and presentations using Microsoft Office software; organize and maintain files; coordinate and manage travel arrangements and prepare expense reports; field incoming telephone calls and reply to routine inquiries; provide project management assistance when necessary; expedite flow of work, and initiate follow-ups when necessary, particularly when supervisors are traveling; order supplies and equipment; cooperate with other administrative assistants in maintaining an efficient workroom; serve as back-up administrative support for any member of the team when necessary.

As PX (HR) Coordinator you will provide PX (HR) support for all Pfizer Puerto Rico government requests, coordinate work with PX (HR) Business Partner, GBS, Payroll, Tax, Service Center, Local Finance, Legal, Trade & Channel Management, etc. Closely collaborate with PR Trade Manager.
ROLE RESPONSIBILITIES
The Administrative Assistant will report to PBG Puerto Rico Lead. The primary purpose of this position will be to provide comprehensive day -to-day activities support to the Regional Business Director and Internal Medicine/ Inflammation & Immunology/Rare Disease/ Vaccines Team (Field Force Reps, Sales & Marketing Managers).
In this role, responsibilities include (but are not limited to) heavy calendar management, coordination of meetings, order requests and assisting with travel/hotel reservations, and expense report preparation. As a working professional, he/she will be expected to handle tasks independently and in a proactive manner. This position will also support planning of select meetings and events.
Your knowledge and skills will contribute towards the goal and objectives of the team. Your focus and ability to meet team targets will help in completing critical deliverables. Your innovative use of communication tools and techniques will facilitate in explaining difficult issues and establishing consensus between teams.
  • Serve as a thought partner to the leadership to enhance culture and connectivity in the organization and conduct activities in support of this.
  • Complete quality work on a timely basis, using judgement to identify most urgent issues and working to resolve them immediately.
  • Coordinate travel arrangements (ground, air) and provide detailed itineraries.
  • As a PX Coordinator, deals with OSHA, Annual Report, Fondo del Seguro del Estado requests, SINOT requests, Labor Department requests, have close collaboration with PR Trade Manager, coordinate meetings with medical plan representative.
  • Prepare regular reports that gather and summarize data and monitors departmental budget. Project based work to help support the business.
  • Maintain and replenish office supplies as needed.
  • Collaborate with administrative peers on department-wide initiatives and events as needed.
  • Proactively maintain complex calendar; anticipate conflicts and use diplomacy to resolve issues in advance.
  • Manages system coordination (Organization Manager, ePA3, Teams, Ariba on Demand, Field Roster and Distribution Lists.
  • Organize in-person-meetings and ensure all technologies needed are available and operation.
  • Proactively and independently organizes and expedites workflow and imitates follow-up when necessary to ensure deadlines are met.
  • Prepare and share document with reference information with colleagues and provide PX support to the business and colleagues.
  • Lead logistics and planning of meetings and events (e.g. LT meetings/ team events, Year Beginning Meeting, Town Halls, etc.).
  • Work well in self-directed environment with minimal instructions, assumes increased levels of responsibility and takes accountability for decisions and outcomes.
  • Manage and update distribution lists, organization chart, key meetings document.
  • Prepare and submit expense reports for review and perform reconciliations.
Administrative Assistant for RBD PBG Puerto Rico/Market Lead IM/I&I/RD
  • Administer RBD calendar (invites, meetings)
  • Assist coordinating division meetings, location, invites, payment with American Express Meeting Card, use of @Work Reconciliation page
  • Assist creating and updating Division Roster, Organizational Chart, Contact, Anniversary and Birthday Information
  • Prepare expense report in PT&E
PX (HR) Coordinator
  • Make decisions in collaboration with PR PX Business Partner and other local resources that require judgment to resolve problems and situations that are requested from the Puerto Rico Government
  • Contribute to the completion of tasks and or milestones in collaboration with the PR PX Business Partner
  • Central contact to receive, act and respond to local Puerto Rico Government requests. Be the central point managing all Pfizer Puerto Rico government request, including requests from Fondo del Seguro del Estado and Department of Human Resources, related to Taxes submission, unemployment, workers compensation, disability, payroll statement, wages, mandatory submission of information, General Liability Insurance, industry verification forms, Debt & Policy certification, Fleet and driver’s Insurance, employer’s certification of compliance, etc.
  • Provide support to all Puerto Rico business needs
Field Force Assistance
  • Assist with Speaker Training Status and CV information in Centris
  • Assist ABM/Category Lead with budget transfers in Centris
  • Follow up with Pfizer USA budget to allocate in Centris for Field Force Speaker Programs
  • Assist with update information of Ambassadors, Compliance Champions, PCN (Teams)

Monitoring Division Field Force PT&E Budget
  • Monthly follow-up of updated information by ABM and Category Lead
  • Beginning of year include budget for FF PT&E expenses in Teams document
  • Assist with budget transfers if necessary

Marketing Managers Conventions/Sponsorships
  • Prepare and submit Invoice Request after Funding Request approva
  • Receive, review, analyze, compile documents received for Marketing convention in Puerto Rico for Internal Medicine, I&I, Rare Disease
  • Monitoring and update of Convention Reports in Teams
  • Time frame to complete information is 30-day or less, if possible
  • Follow up with Marketing Managers on exhibit displays, material
  • Communication with requesters and Marketing Managers all the time
  • Create and upload all the sponsorship information in Ariba on Demand/Funding Requests for final Legal Approvers
  • Communication with ABM/Category Lead/Reps about colleagues working convention

Marketing Managers - Advertising Agency and Other Orders and/or Invoice Requests in Ariba on Demand
  • Create and submit Orders for Agency Media Budget Quotations and/or Statement of Works
  • Create and submit ePA3 Projects for Marketing (Conventions, Media, Agency, Sponsorships, Market Research)

Taulia/Finance
  • Verify invoices submitted by Process Director and proceed as required
  • Assist vendor with payment or invoices situations, open ticket in Fuse, if necessary
  • Verify vendor invoices in Taulia (discrepancies, dates of payment)
BASIC QUALIFICATIONS
  • Administrative Experience of 8+ years with a bachelor’s degree.
  • Knowledge of Microsoft Office, Teams, teleconferencing programs.
  • Demonstrate speed and accuracy in administrative skills.
  • Excellent attention to detail, time management and organization.
  • Ability to communicate effectively, follow oral and written instructions.
  • Multitask in a fast-paced dynamic environment while demonstrating a resourceful, positive attitude and superior work ethic.
  • Proficient writing, analytical and problem-solving skills.
  • Handle all duties with a high degree of integrity, professionalism, and confidentiality.
  • Comfortable interacting with senior leaders.
  • Bilingual (Spanish & English).
  • Work well independently and proactively as well as part of a team.
  • Ability to identify priorities and exercise sound judgement in accomplishing work in appropriate order.
PREFERRED QUALIFICATIONS
  • Experience with PR Workers Compensation Fund - “Fondo del Seguro del Estado”
  • Experience with SINOT
  • Candidate demonstrates a breadth of diverse leadership experiences and capabilities including ability to influence and collaborate with peers, develop and coach others, oversee and guide the work of other colleagues to achieve meaningful outcomes and create business impact.
Other Job Details:
  • Last Date to Apply for Job: August 22, 2023
#LI-PFE
Relocation assistance may be available based on business needs and/or eligibility.
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