1+ months

Executive assistant

  • Jobs Rated
ROLE PURPOSE Provide organizational and administrative support to the Western Cluster Medical Affairs Lead International Developed Markets in Rare Disease and proactively contribute to his/her smooth internal communication in order to facilitate and optimize the achievement of his/her objectives and decision making and to enhance Pfizer's Corporate Image in line with Pfizer's overall vision, mission and values


+ Identify the manager's priorities, workload, routines and activity portfolio as much as possible.

+ Share all professional information and to be specified parts of private information with the manager.

+ Identify the managers' professional and to be specified private contacts, their importance, priority, personal sensitivity, etc.

+ Apply Pfizer's house-style and rules in the field of Corporate Image.

+ Be informed on possible internal service providers for specific tasks.

+ Apply internal working procedures in order to optimize performance.

+ Agree upon confidentiality level for all kind of information.


+ Support the manager in his/her departmental communication with colleagues inside and beyond the own department and outside the company.

+ Ensure that input (information, requests, documentation) reaches the interlocutor in an optimal way.

+ Ensure follow-up of decisions and agreements.

+ Ensure an appropriate balance between transparency and confidentiality.

Meetings & Visitors

+ Book meeting rooms and order arrangements.

+ Prepare the scheduling of the meetings and validate agenda with the manager.

+ Dispatch agenda and related documentation to participants.

+ Take, draft and validate the meeting minutes before distributing to participants.

+ Work in collaboration with the IDM Rare Disease Executive assistant to coordinate meetings within IDM.

Travel & Expenses

+ Book manager's travel and accommodation abroad and in the Netherlands.

+ Prepare all logistical information the manager needs for his/her trip.

+ Manage the manager's expense notes in Concur.

Time Management

+ Book manager's dates with appropriate time for travel preparation.

+ Regularly recall the agenda of the day to the manager.

+ Ensure regular updates of information (especially with regard to dates fixed by the customer himself).

+ Support manager in time consuming tasks like building of presentations, populating files etc.

Information Management

+ Take in phone calls, e-mails, mails, etc.

+ Gather complementary information from the interlocutor if necessary.

+ Filter and prioritize the input with regard to agreed instructions by highlighting the essentials.

+ Autonomously provide satisfactory answers to low priority requests and provide appropriate feedback to the manager.

+ Hand over information and requests to the manager with agreed specification level (identity, coordinates, content, priority, etc)

Filing and Documentation Management

+ Establish a global and common filing and archive system: hard and/or soft copy, filing place, degree of confidentiality.

+ Ensure knowledge and adequate use of the filing system by the manager.

+ Ensure accurate drafting, translation and layout of to be specified documents.

+ Ensure respect of Corporate Identity and house-style in all oral and written communication.

Expenses and Budget

+ Purchase documentation, office supplies, etc.


+ Minimum level of education:

+ Graduate in Office Management or equivalent experience as Administrative Assistant (min. 3 years)

+ Competencies:

+ IT Skills:

+ MS Office: Excel, Word, Powerpoint, Outlook, ..

+ Internet

+ Languages:

+ Fluent English plus at least one other language

+ Other specific know-how:

+ Discretion

+ Autonomy

+ Pro-activity

+ Self-Leadership

+ Problem solving

+ Stress resistance

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



Jobs Rated Reports for Executive Assistant

Posted: 2020-03-17 Expires: 2020-06-17

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Executive assistant


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Executive Assistant
93rd2018 - Executive Assistant
Overall Rating: 93/220
Median Salary: $57,410

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