Executive Associate II (R1557630-en-us)
At Bristol Myers Squibb, we are inspired by a single vision – transforming patients’ lives through science. In oncology, hematology, immunology and cardiovascular disease – and one of the most diverse and promising pipelines in the industry – each of our passionate colleagues contribute to innovations that drive meaningful change. We bring a human touch to every treatment we pioneer. Join us and make a difference.
Position: Executive Associate II
Location: Princeton, New Jersey
The Executive Associate position provides comprehensive and highly flexible administrative support to the Jonathan Leith and other Early Development Program Leaders (EDPL), as needed. The Executive Associate is expected to collaborate and cooperate with other EDPL administrative assistants to effectively support the team. As part of EDPL team, the Executive Associate performs highly diverse administrative and project focused duties, which by nature of the position may involve multiple senior organizational contacts [C-suite level and R&D leadership team], necessitating the use of tact, diplomacy, discretion, and good judgment. Expedited turnaround of all high priority procedural work is assumed, using the administrative EDPL administrative assistant team when necessary. In addition, the successful candidate will be exposed to confidential material and must consistently demonstrate the very highest level of discretion, integrity and ethics. The candidate must have proven skills in prioritizing and multi-tasking, proactive, collaborative as well as the ability to exercise sound judgment and remain poised and focused in a fast-paced working environment.
Phone and calendar management as well as timely scheduling ensuring meetings are prioritized and occur within appropriate timelines. Scanning forward in calendar and email to avoid future potential calendar conflicts and use travel time most efficiently is expected.
Conserves executive's time by proactively reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintain and organize office operations and procedures such as fully utilizing one-drive, filing systems and other technologic solutions, expense reports, requisition of supplies, and other administration services.
Prioritizes activities and takes prompt action based on an understanding of departmental objectives and critical business needs.
Adhere to T&E policies, including booking complex travel arrangements (domestic & international, ensuring appropriate visas etc.) and monthly reconciliation of business expenses, understanding of Sarbanes-Oxley, and Sunshine act implications, and BMS internal corporate policies for accurate and compliant reporting of expenses.
Ensure leader’s preparedness for meetings (e.g., assemble meeting materials, assisting with PowerPoint presentations, preparatory meetings with key stakeholders & pre-reads)
Prioritize and complete support requests in a timely manner (i.e., congress attendance updates, issues with IT, systems, facilities, etc.)
Independently researches more complex inquiries and responds or escalates inquiry, recommending solutions as appropriate.
Maintains professional and technical knowledge by remaining current with BMS continuous learning modules.
Proactively partners with matrix team members such as Finance, Operations, HRBP, People Services, as needed, to facilitate necessary projects, tasks or meetings to expedite support for the leader and/or the team
Creates, edits, and tracks job requisitions as well as assisting with other delegated tasks utilizing Workday.
High School degree, some college or degree desirable.
10 years administrative or comparable experience; prior BMS and Executive Associate experience strongly preferred.
Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint). Deep knowledge of BMS Systems and Processes.
Concur Travel and T&E (or related systems), Ariba/SAP, SharePoint, eSetup, eTime, Workday, Room Scheduler proficiency.
Proven track record of ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants/external partners, across organizational levels, functions, and supports business needs across different time-zones and during periods of heavy workload.
Ability to multi-task and adapt quickly to competing priorities while remaining focused.
Demonstrates learning agility and intellectual curiosity. Successful candidate must be able to learn new tools, systems and processes in an ever-evolving environment.
Exhibits an enterprise mindset, positive work attitude, resilience, and high productivity.
The expectation of all administrative assistants within the R&D department is that of true collaboration and partnership to ensure business needs/goals are met in a timely manner.
Also required to provide back-up support as-needed to cover planned (e.g., vacations) as well as unplanned (e.g., emergencies, etc.) absences.
Around the world, we are passionate about making an impact on the lives of patients with serious diseases. Empowered to apply our individual talents and diverse perspectives in an inclusive culture, our shared values of passion, innovation, urgency, accountability, inclusion and integrity bring out the highest potential of each of our colleagues.
Bristol Myers Squibb recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal lives.
Physical presence at the BMS worksite or physical presence in the field is an essential job function of this role which the Company deems critical to collaboration, innovation, productivity, employee well-being and engagement, and enhances the Company culture.
To protect the safety of our workforce, customers, patients and communities, the policy of the Company requires all employees and workers in the U.S. and Puerto Rico to be fully vaccinated against COVID-19, unless they have received an exception based on an approved request for a medical or religious reasonable accommodation. Therefore, all BMS applicants seeking a role located in the U.S. and Puerto Rico must confirm that they have already received or are willing to receive the full COVID-19 vaccination by their start date as a qualification of the role and condition of employment. This requirement is subject to state and local law restrictions and may not be applicable to employees working in certain jurisdictions such as Montana. This requirement is also subject to discussions with collective bargaining representatives in the U.S.
Our company is committed to ensuring that people with disabilities can excel through a transparent recruitment process, reasonable workplace adjustments and ongoing support in their roles. Applicants can request an approval of accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application or if you are applying to a role based in the U.S. or Puerto Rico and you believe that you are unable to receive a COVID-19 vaccine due to a medical condition or sincerely held religious belief, during or any part of the recruitment process, please direct your inquiries to email@example.com. Visit careers.bms.com/eeo-accessibility to access our complete Equal Employment Opportunity statement.
Any data processed in connection with role applications will be treated in accordance with applicable data privacy policies and regulations.