Administrative Assistant

AECOM; Kalamazoo (MI); On-site; Full time

Job summary

AECOM offers a pivotal administrative role where you will support multiple leaders and ensure efficient operations. Your duties will include managing schedules, coordinating travel, and maintaining organizational processes. Ideal candidates will possess strong interpersonal skills, problem-solving abilities, and proficiency in office applications. Join us in making a difference with your meticulous and collaborative work ethic!

Benefits

401(k) plan with company match

Paid vacation and holidays

Health benefits including dental and vision

Paid parental leave

Qualifications

• Minimum 4 years of experience in administrative roles.
• Demonstrated ability to carry out functions proficiently.
• Experience coordinating domestic and international travel.

Responsibilities

• Provide comprehensive administrative support to multiple leaders.
• Manage complex global calendars and schedule high-level meetings.
• Oversee mail management, ensuring confidential correspondence is handled.

Skills

Interpersonal skills

Problem solving

Attention to detail

Time management

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

**Use Your Power for Purpose**

A career with us is about discovering breakthroughs that change patients' lives. We need dedicated colleagues like you who are efficient, find solutions, and collaborate with others to achieve our purpose. A high-performing administrative team is essential to bringing those therapies to people all over the world and making a positive difference. Your role is crucial in ensuring that these life-changing therapies reach those in need, and your efficiency and collaborative spirit are key to our success. Join us in making a meaningful impact on patients' lives by being part of a team that values innovation, dedication, and teamwork.

**What You Will Achieve**

In this role, you will:

+ Provide comprehensive administrative support to multiple leaders, managing complex global calendars, scheduling high-level meetings, and handling travel arrangements and expenses.

+ Oversee the management of incoming and outgoing mail, ensuring sensitive and confidential correspondence is handled appropriately.

+ Assist with scheduling meetings, reserving conference rooms, setting up teleconferences, and coordinating external visits and logistics.

+ Deliver quality work promptly, using judgment to prioritize and resolve urgent issues swiftly.

+ Create and maintain distribution lists, organizational charts, and electronic files, supporting various projects and initiatives.

+ Manage meeting minutes, follow-ups, and expedite workflow, ensuring efficient communication and task completion.

+ Handle purchase orders and track invoices through the system, maintaining accurate financial records.

+ Take personal accountability for the quality of work, understanding the broader implications of actions on the department.

+ Thrive in a self-directed environment, assuming increased responsibility and accountability for decisions and outcomes, and providing backup assistance when needed.

+ Work independently under general supervision, completing recurring assignments, establishing relationships, and proactively sharing knowledge within the work group, with periodic reviews for soundness of judgment and adherence to guidelines.

**Here Is What You Need (Minimum Requirements)**

+ High School Diploma or GED with at least 4 years of experience

+ Strong interpersonal skills

+ Problem solving ability

+ Demonstrated ability to proactively carry out administrative functions proficiently and complete quality work in a timely manner

+ Excellent attention to detail, time management, organization, and prioritization skills

+ Expert knowledge and proficiency with general office procedures such as telephone reception, customer service, and e-mail etiquette

+ Experience coordinating domestic and international travel

+ Strong verbal and written communication skills

+ Proficient in Microsoft Word, Excel, PowerPoint, and Outlook

**Bonus Points If You Have (Preferred Requirements)**

+ Experience in ERP systems.

+ Experience using applications such as Concur, WebEx, and Ariba

+ Excellent interpersonal skills and the ability to work collaboratively with diverse teams

+ Adaptability and flexibility in a fast-paced environment

+ Proactive approach to identifying and addressing issues

+ Ability to maintain confidentiality and handle sensitive information with discretion

**NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS**

+ Work Location Assignment: On Premise colleagues work in a Pfizer site because it's needed to get their job done. They may have flexibility to work remotely from time to time, but they are primarily on-site.

+ First Shift.

**Other Details:**

+ Last day to apply: June 12, 2025.

The salary for this position ranges from $22.84 to $38.06 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company's policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life's moments. Benefits offered include a 401(k) plan with Pfizer Matching Contributions and an additional Pfizer Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Learn more at Pfizer Candidate Site - U.S. Benefits | (uscandidates.mypfizerbenefits.com). Pfizer compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - Michigan - Kalamazoo location.

Relocation assistance may be available based on business needs and/or eligibility.

**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.

**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. This position requires permanent work authorization in the United States.

Administrative

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