Administrative Assistant to VPs of OperationsLocationIreland (site to be confirmed)Reporting ToJohn Sourke or Emer Cunningham (to be confirmed)Role SummaryThe Administrative Assistant provides high-level executive and operational support to three Vice Presidents of Operations and their teams. This role requires exceptional organisational skills, the ability to work independently, and the highest standards of confidentiality. The successful candidate will be a key member of the Operations leadership support team, optimising ways of working and ensuring seamless administrative service across multiple priorities and time zones.Key ResponsibilitiesCalendar & Meeting ManagementExercise calendar management for three VPs, including efficient scheduling and preparation for all meetings (internal and external), across multiple time zones.Anticipate and resolve scheduling conflicts, using knowledge of leaders' priorities.Attend meetings as needed and ensure follow-up actions are tracked.Coordinate departmental and team meetings, ensuring full support and attendance.Administrative SupportAct as the single point of contact for administrative duties for the VPs.Respond to incoming correspondence, prioritise and manage inboxes, highlighting urgent items.Prepare PowerPoint presentations and internal/external communications on behalf of the VPs.Process expenses, purchase orders, and invoice follow-up using relevant systems (e.g., Ariba).Organise travel arrangements (flights, accommodation, ground transport, visas) for the VPs and their teams, ensuring compliance with company policy.Maintain impeccable records and files for auditing purposes.Event & Visitor CoordinationSupport the coordination and execution of key events led by the VPs or their teams including Team Face to Face meetings.Arrange visitor passes and cross-site building access as required for all visits.Communications & SystemsAssist with communication activities, including updates to internal platforms, visual content creation, and drafting editorial content for newsletters or magazines.Serve as a systems expert for relevant platforms (e.g., Ariba, Webex, Resource Scheduler, SharePoint, Microsoft Office & Teams).General Team SupportProvide ongoing support to the wider Operations teams as required.Work closely with other administrative professionals across the organisation.Work with administrative teams across Global Biopharma Manufacturing (GBM)to ensure consistency of approach and coordinated work.QualificationsMinimum 2+ years' experience in a similar role supporting senior leaders (3+ years and experience at senior executive level preferred).Highly organised with proven experience applying thoughtful prioritisation to complex calendars.Ability to work independently and as part of a team, with initiative and strong relationship-building skills.Experience handling confidential information with discretion and professionalism.Excellent communication and software/system skills (e.g., Ariba, SharePoint, Concur, Workday, Microsoft Office, Teams, Co-Pilot).Friendly and professional manner; adaptable and agile in response to change.Associate's or Bachelor's degree preferred.Physical/Mental RequirementsStandard office-based requirements.Work Schedule & TravelMinimal non-standard work schedule or travel requirements, but flexibility may be needed to support global teams and events.Organisational RelationshipsRegular interaction with VPs, Operations teams, PX, Talent Acquisition, and other administrative professionals.Regular interaction with administrative teams across Pfizer sites and within Global Biopharma Manufacturing (GBM)Resources ManagedSome management of purchase orders and invoices; no direct supervisory responsibilities.Note: This description outlines the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities or responsibilities required of the incumbent. Duties may be adjusted as requiredWork Location Assignment: Hybrid
Additional Information In order to be considered for this position in Ireland you need to be legally eligible to work in Ireland. Please note there is no relocation support available for this position
How to apply Make a difference today, all suitable candidates should apply with CV below. We are looking forward to hearing from you
Purpose
Breakthroughs that change patients' lives... At Pfizer we are a patient centric company, guided by our four values: courage, joy, equity and excellence. Our breakthrough culture lends itself to our dedication to transforming millions of lives.
Digital Transformation Strategy One bold way we are achieving our purpose is through our company wide digital transformation strategy. We are leading the way in adopting new data, modelling and automated solutions to further digitize and accelerate drug discovery and development with the aim of enhancing health outcomes and the patient experience.
Equal Employment Opportunity We believe that a diverse and inclusive workforce is crucial to building a successful business. As an employer, Pfizer is committed to celebrating this, in all its forms – allowing for us to be as diverse as the patients and communities we serve. Together, we continue to build a culture that encourages, supports and empowers our employees. Disability InclusionOur mission is unleashing the power of all our people and we are proud to be a disability inclusive employer, ensuring equal employment opportunities for all candidates. We encourage you to put your best self forward with the knowledge and trust that we will make any reasonable adjustments to support your application and future career. Your journey with Pfizer starts hereManufacturing