Executive Coordinator
Cpl in partnership with our client Pfizer are seeking an Executive Assistant to join the team for an 12 month fixed term contingent contract in their Dublin, Grange Castle. This is a hybrid working role. Seeking candidates who are resilient, confident and dynamic.
Executive Coordinator support to VP-level leader (GSC EMEA)
- Broad scope across diary management, leadership meeting support, communications, and operational coordination
- Requires a highly organised, trustworthy, proactive individual with strong stakeholder management skills
What You Will Achieve
Your strong communication and collaboration skills will help the administrative team to run its operations efficiently. You will focus primarily on administrative coordination to functional areas. You will also be responsible for managing records and files, verifying data, responding to emails and scheduling meetings, amongst other things. As part of the administrative support team, you have comprehensive knowledge and skills in your area and understand how related areas impact it. You take initiative to represent your department on cross-functional teams. You are proactive in sharing knowledge and expertise with others in your work group. You are seen as someone who promotes teamwork and always motivates others to achieve team objectives. Your systematic approach and organizational abilities will ensure that communication between departments and teams is seamless. It is your hard work and focus that will make Pfizer ready to achieve new milestones and help patients across the globe.
How You Will Achieve It
- Provide the full range of administrative support activities across VP-level, including managing complex global calendars, scheduling high-level, time-sensitive meetings, managing travel arrangements and completing expenses.
- Manage purchase orders through the system and track invoices.
- Assist with meeting scheduling, conference room reservations, teleconference set up, external individual visit to the site and associated meeting logistics.
- Create and maintain distribution lists, organizational charts and maintain electronic files. Support projects and initiatives as needed.
- Manage meeting minutes, meeting follow-ups and expedite flow of work.
- Complete quality work on a timely basis, using judgment to identify most urgent issues and working to resolve them immediately.
- Manage incoming/outgoing mail, including the appropriate handling of sensitive and confidential correspondence.
- Make personal accountability for quality of own work that impacts the department and understands impacts of actions.
- Work well in self-directed environment, with minimal instruction, assumes increased levels of responsibility and takes accountability for decisions and outcomes.
- Provide back-up assistance in the absence of other administrative colleagues.
- Manage own time, professional development and prioritize workflow.
Qualifications Must-Have
- High School Diploma or GED
- 4+ years' experience
- Previous experience that demonstrates ability to proactively carry out administrative functions proficiently, and to complete quality work in a timely manner
- Be highly organized, trustworthy with strong stakeholder management skills
- Excellent attention to detail, time management, organization, and prioritization skills.
- Demonstrate expert knowledge and proficiency with general office procedures, such as telephone reception, customer service, e-mail etiquette etc.
- Demonstrated experience coordinating domestic and international travel
- Demonstrated verbal and written communication skills
- Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook
Nice-to-Have
- Bachelor's Degree
- Experience using applications, such as Concur, Teams, Ariba and Copilot
- Ability to take direction and work with minimal oversight