Pfizer Administrative Lead for CSO, Cancer Vaccines and Immunotherapeutics (CVIT) Research Unit in La Jolla, California

The Administrative Lead will support the CSO and Executive Leadership Team by conducting various administrative duties and ensure smooth operation of the department. The candidate will be playing a key role on a high caliber, diverse team conducting exciting research. Duties will range from highly focused, such as CSO daily scheduling, to broad, such as coordinating complex meetings and team-building activities.

Job Description

  • Manage daily operational and administrative duties in support of the CVIT CSO and Executive Leadership Team.

  • Work with CSO to manage schedule, telephone, and e-mail to increase CSO's efficiency. Conserve CSO's time by triaging e-mails and meeting requests, and representing CSO in various interactions and communications.

  • Collect and summarize information and provide recommendations to CSO and Executive Leadership Team on department operations and interactions with internal and external partner groups.

  • Arrange travel, make rapid travel adjustments to resolve problems, and prepare travel expense reports.

  • Organize, facilitate, and attend meetings, including: sending invitations, scheduling rooms and TC/VC calls, coordinating audiovisual support, distributing meeting materials, taking minutes, and following up on actions.

  • Responsible for generating and maintaining department information and communication resources, including department website, databases, calendar, and organizational chart.

  • Coordinate visits by internal colleagues from other sites and by external visitors, including travel arrangements, directions, meetings, and general hospitality.

  • Contribute to recruiting and on-boarding new employees in collaboration with Pfizer Recruiting and Human Resources teams. Arrange and facilitate interviews, candidate travel, and interview team reviews. Responsible for various new employee on-boarding including office set up and orientation to department.

  • Work with administrative staff at Pearl River, NY, site to coordinate operations and administrative activities for the entire Vaccine R&D Division.

  • Contribute to La Jolla site operations and facilities management. Work with other administrative staff and colleagues to ensure efficient site operations, organize site events (e.g., celebrations, employee team-building and social events, etc.), and coordinate facilities repairs and improvements.

  • Serve as a resource for information and assistance on administrative and operational matters to all department staff.

  • Contribute to a positive, professional, and productive work environment by modeling good behavior and promoting esprit de corps.


  • At least five years of experience as an administrative assistant with preferably two or more years of experience as an executive assistant/administrative lead/office manager

  • Exceptional organizational and administrative skill

  • Strong attention to detail and quality

  • Experience using MS Office suite, databases and other office management software and tools

  • Ability to conduct complex tasks and handle multiple tasks simultaneously

  • Excellent interpersonal, communication, and teamwork skills

  • Ability to work independently, managing own time and exercising good judgment, and take initiative to get things done

  • Education: high school diploma required; bachelor's degree preferred

Other Job Details

  • Eligible for Employee Referral Bonus

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.

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.

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