Senior Executive Administrative Assistant – MERA Cluster

Pfizer; Madrid; Presencial; EUR 35.000 - 50.000; Jornada completa

Descripción de la vacante

A global healthcare firm is seeking an Executive Administrative Assistant in Madrid to provide high-level support to the executive team. This role includes calendar management, travel coordination, and organizing meetings while maintaining confidentiality. The ideal candidate will have over 5 years of administrative experience, exceptional skills in time management, and proficiency in Microsoft Office Suite. Fluency in Spanish and English is mandatory, with a collaborative and proactive mindset. The position offers opportunities to engage in meaningful projects that enhance executive productivity.

Servicios

Flexible workplace culture

Diversity and inclusion initiatives

Support for disability inclusion

Formación

• Minimum of 5 years of professional administrative experience.
• Proven ability to work independently with minimal supervision.
• Exceptional organizational, time management, and prioritization skills.
• Strong verbal and written communication abilities.
• Demonstrated experience managing travel logistics.
• Proficiency in Microsoft Office Suite.

Responsabilidades

• Manage complex calendars and schedule high-level meetings.
• Arrange domestic and international travel logistics.
• Prepare and submit expense reports.
• Organize internal and external meetings effectively.
• Handle communications on behalf of executives.
• Support onboarding logistics for new hires.

Conocimientos

Organizational skills

Problem-solving skills

Communication skills

Time management skills

Team collaboration

Bilingual in Spanish and English

Herramientas

Microsoft Office Suite

Concur

WebEx

Ariba

Descripción del empleo

Role Summary

Role Summary

This role provides high-level administrative and strategic support to the MERA Cluster President and regional office, ensuring the smooth and efficient operation of executive and team activities. The scope includes traditional administrative functions—such as calendar management, travel coordination, and expense reporting—as well as strategic support for leadership meetings, internal platforms, onboarding, and cross-functional initiatives. The successful candidate will collaborate closely with other administrative and operations professionals across the organization and must demonstrate exceptional organizational, communication, and problem-solving skills in a dynamic, fast-paced environment.

The Executive Administrative Assistant is responsible for proactively identifying and anticipating the needs of the supported team to ensure seamless operational support. This includes foreseeing potential issues before they arise, implementing preventive measures, and maintaining uninterrupted workflows. By minimizing distractions and logistical challenges, the assistant enables executives to remain focused on strategic priorities and high-impact decision-making.

Key Responsibilities

Core Administrative Support

• Manage complex global and regional calendars, schedule high-level meetings, and coordinate logistics for time-sensitive engagements involving multiple stakeholders.
• Arrange domestic and international travel, including visa applications and itinerary planning.
• Prepare and submit expense reports and reconcile corporate credit card statements.
• Maintain distribution lists, organizational charts, team rosters, and electronic filing systems.
• Utilize office management systems, ERPs, and enterprise platforms such as Microsoft Office Suite, Concur, Ariba, WebEx, ePA3, Engage, and vendor credentialing tools.

Meeting & Event Coordination

• Organize and support internal and external meetings, including Business Reviews, Town Halls, 1:1s, forums, and leadership off-sites.
• Manage logistics, prepare agendas, talking points, presentations, briefing documents, and ensure follow-ups are tracked and completed.
• Coordinate customer/account visits, conference attendance, and serve as liaison between regional and global offices to ensure alignment.

Operational & Project Support

• Support strategic initiatives and culture programs.
• Track progress on executive-led projects and coordinate cross-functional efforts.
• Assist with onboarding logistics for new hires and internal transfers, including interview coordination, IT setup, workspace arrangements, and office logistics.
• Manage internal collaboration platforms such as SharePoint and Microsoft Teams sites.

Internal & External Communications

• Handle incoming and outgoing communications, including phone calls and emails, on behalf of executives, ensuring timely and professional responses.
• Draft and manage internal communications and updates across departments.
• Facilitate internal communication and distribute key information to stakeholders.
• Act as liaison between executives and internal/external stakeholders including senior leadership, enabling functions, and site security teams.
• Register visitors from other markets with the Security Team and coordinate with other site security teams for MERA Cluster President’s meetings abroad.

Confidentiality & Judgment

• Handle sensitive information with discretion and maintain confidentiality at all times.
• Use sound judgment to prioritize tasks and adapt work methods to different situations.

Process Improvement & Collaboration

• Identify and implement process improvements to enhance operational efficiency.
• Collaborate with other assistants and administrative professionals to ensure seamless workflow and coverage.

Qualifications

• Minimum of 5 years of professional administrative experience.
• Proven ability to work independently with minimal supervision, exercising sound judgment and accountability.
• Exceptional organizational, time management, and prioritization skills.
• Strong verbal and written communication abilities.
• Demonstrated experience managing domestic and international travel logistics.
• Proficiency in Microsoft Office Suite, particularly Outlook, Teams, and OneNote.
• Familiarity with enterprise systems such as Concur, WebEx, Ariba, and other internal platforms.
• Ability to manage multiple tasks and stakeholders in a fast-paced, complex environment.
• A collaborative mindset with a positive attitude, contributing to a culture of inclusion and team spirit.
• Proficiency in Spanish and English is mandatory; knowledge of Arabic would be considered a strong asset.

#LI-PFE

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.

Flexibility

We aim to create a trusting, flexible workplace culture which encourages employees to achieve work life harmony, attracts talent and enables everyone to be their best working self. Let’s start the conversation!

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 Inclusion

Our 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 here!

Se valorarán las candidaturas que puedan aportar certificados oficiales de discapacidad. Las únicas localizaciones disponibles para nuevos empleados serán Madrid, y Barcelona de forma excepcional para algunas funciones específicas. Administrative