Admin Assistant

ROLE SUMMARY

The CME Coordinator plays a critical role in enabling compliant and high-impact medical and commercial activities by ensuring seamless coordination across regulatory, accreditation, and operational requirements. This role is responsible for managing end-to-end logistics for Continuing Medical Education (CME) and Pfizer-led initiatives within the country, ensuring adherence to local regulations, timely execution of events, and efficient resource management.

Key accountabilities include processing vendor accreditation and regulatory submissions (e.g., FDA event notifications), leading CPD points application for educational activities, and overseeing inventory and distribution of promotional materials. The role also supports financial coordination through MAPP invoice processing and cheque release, while providing on-site logistical support for events as needed.

CME Coordinator

• Process Vendor Accreditation

• Submission of FDA Notification (30-days prior to events with >100 attendees)

• Oversee Supplies Inventory Management and Logistics of Promotional Materials

• Coordination for MAPP Invoices and cheque processing and release

• On-site logistics support for Commercial Activities as necessary

• Lead for CPD points application for Pfizer-led activities

• Other relevant activities in support of Commercial activities implementation/execution

QUALIFICATIONS

• Experience:

• At least 2–3 years of experience in event coordination, administrative operations, or healthcare/pharmaceutical support roles
• Experience in managing logistics, documentation, or regulatory submissions is required

• Technical Skills:

• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
• Familiarity with inventory tracking and basic financial processes (e.g., invoicing, payment coordination)

• Job-Related Skills:

• Strong organizational and project coordination skills with high attention to detail
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Strong communication and stakeholder coordination skills
• Understanding of compliance requirements in healthcare/pharmaceutical settings
• Willingness to provide on-site event support as needed

• Location Requirement:
  Must be based in-country and willing to travel locally for event support as required

· Ability to stand and move actively for extended periods during event set-up, execution, and breakdown (e.g., conferences, symposia, commercial activities)

· Ability to lift, carry, and transport moderately weighted materials (e.g., event kits, promotional collateral, supplies) as part of on-site logistics support

· Capacity to perform repetitive administrative tasks with high accuracy, including detailed documentation, regulatory submissions, and financial processing

· Ability to manage multiple concurrent deadlines and time-sensitive deliverables, particularly for FDA notifications, CPD applications, and event coordination

· Strong attention to detail and sustained focus required for compliance-heavy activities (e.g., vendor accreditation, audit-ready documentation)

· Ability to quickly assess and respond to operational issues in real time during events, including coordination of logistics, materials, and vendor concerns

· Capability to perform basic numerical and reconciliation tasks, such as tracking inventory levels and verifying invoice/payment details

Travel Requirements

• Occasional intercity travel may be required depending on activity locations

Work Environment

• Work is conducted across office, virtual, and on-site event environments (e.g., hospitals, hotels, convention centers)
• Must adhere to company compliance standards and local regulatory requirements during all activities, including interactions with healthcare professionals and external partners

ORGANIZATIONAL RELATIONSHIPS

The CME Coordinator works cross-functionally with internal teams and external stakeholders to ensure compliant and efficient execution of medical and commercial activities.

Internal Stakeholders

• Commercial/Marketing Team – alignment on event logistics, promotional materials, and inventory requirements
• Finance Team – processing and tracking of MAPP invoices, cheque preparation, and payment release
• Procurement/Sourcing Team – vendor accreditation and onboarding processes
• Field Force / Sales Team – support for on-ground execution of commercial activities and events

External Stakeholders

• Healthcare Professionals (HCPs) – coordination for participation in CME activities and events
• Vendors / Event Agencies / Suppliers – management of accreditation, logistics, and event delivery
• Accrediting Bodies / Medical Societies (e.g., CPD Council) – processing and follow-up of CPD point applications

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

To learn more about acceptable and prohibited uses of AI during the recruitment process, please review our candidate AI-use guidelines available on Pfizer Careers.

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