Admin Assistant GBM (VP Teams)

Administrative Assistant to VPs of Operations

Location

Ireland (site to be confirmed)

Reporting To

John Sourke or Emer Cunningham (to be confirmed)

Role Summary

The 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 Responsibilities

• Calendar & Meeting Management
  • Exercise 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 Support
  • Act 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 Coordination
  • Support 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 & Systems
  • Assist 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 Support
  • Provide 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.

Qualifications

• Minimum 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 Requirements

• Standard office-based requirements.

Work Schedule & Travel

• Minimal non-standard work schedule or travel requirements, but flexibility may be needed to support global teams and events.

Organisational Relationships

• Regular 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 Managed

• Some 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 required

Work Location Assignment: Hybrid

Manufacturing