Executive Administrative Assistant

Working with Us
Challenging. Meaningful. Life-changing. Those aren’t words that are usually associated with a job. But working at Bristol Myers Squibb is anything but usual. Here, uniquely interesting work happens every day, in every department. From optimizing a production line to the latest breakthroughs in cell therapy, this is work that transforms the lives of patients, and the careers of those who do it. You’ll get the chance to grow and thrive through opportunities uncommon in scale and scope, alongside high-achieving teams rich in diversity. Take your career farther than you thought possible.

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. Read more: careers.bms.com/working-with-us.

Required Qualifications:

• High School degree, some college or degree desirable.

• 8 years administrative or comparable experience; prior BMS and Executive Associate experience preferred.

• Proficient with Microsoft Suite (Outlook, Word, Excel, Power Point). Knowledge of BMS Systems and Processes strongly preferred.

• Concur Travel and T&E, Ariba/SAP, Sharepoint, Workday, experience strongly desired.

• Has strong organizational skills, pays close attention to detail and follow-up, and properly balances priorities and resources.

• Maintains a positive attitude, a high level of productivity, and is adaptable to change.

• Demonstrates 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, adjust to competing priorities and work effectively under pressure to meet deadlines.

• Successful candidate must be able to learn new tools and systems in an ever-evolving environment.

• Proven track record of collaboration with other administrative assistants in order to ensure business needs/goals are met.

MAJOR DUTIES AND RESPONSIBILITIES:

• Creates and maintains effective workflow and communications to accomplish the work of the VP and the Executive Director of Bio/Sterile DP office which includes the handling of a variety of projects and tasks simultaneously.

• Manages the VP and the Executive Directors Calendar, prioritizing appointments.

• Responds to phone, email and in person enquiries providing general information and referring enquiries to appropriate sources based on a broad knowledge of site priorities, procedures, protocols and personnel.

• Schedules, plans and coordinates meetings including making presentations, planning agendas, booking rooms, developing or collating presentation materials, reviewing minutes and next steps, as well as developing action items.

• Develops and plans major communication activities with site employees as well as IMQ Bio/Sterile Quality Organization, including Town Hall meetings and special events.

• Attends VP and the Executive Director Staff Meetings, prepares and distributes the Agenda, follows up to direct reports for meeting’s presentations and reviews Action Items and Next Steps.

• Schedules monthly 1:1’s for the VP and the Executive Directors key talents, managers, 3rd parties, etc., or as requested.

• Develop and Monitor our IMQ Bio/Sterile Quality vacation schedule

• Completes special projects as assigned by the VP and the Executive Director

• Facilitates communication among management levels on matters related to the business operational needs.

• Reconciles AMEX PCard charges related to the Administration (VP & ED) office expenses on a monthly basis.

• Support VP, Internal and External Quality Mfg.

• Provides administrative support for travel arrangements as required for the VP and the Executive Director, and IQM Quality Bio/Sterile DP members, including booking flights, hotel accommodation, car rental and providing directions and; completes and submits expense reports for the VP and the Executive Director for submission to Finance, as per expenditure guidelines/policies.

• Provides support during Budget Season, to Controller and Finance Department.

• Maintains an effective filing system for correspondence and documentation that require proper protection for Company proprietary and confidential information and; reviews and distributes incoming correspondence, as well as manages all outgoing correspondence, including FEDEX packages.

• Composes non-routine correspondence for mass mailer distribution.

• Receives letters, calls, etc. regarding the Community Outreach Program, sends the Donations link and replies in writing as needed.

• Attends Safety monthly meeting, Safety Talk and participates in Facilities Safety Self Assessments.

BMSBL

If you come across a role that intrigues you but doesn’t perfectly line up with your resume, we encourage you to apply anyway. You could be one step away from work that will transform your life and career.

Uniquely Interesting Work, Life-changing Careers
With a single vision as inspiring as “Transforming patients’ lives through science™ ”, every BMS employee plays an integral role in work that goes far beyond ordinary. Each of us is empowered to apply our individual talents and unique perspectives in an inclusive culture, promoting diversity in clinical trials, while our shared values of passion, innovation, urgency, accountability, inclusion and integrity bring out the highest potential of each of our colleagues.

On-site Protocol
Physical presence at the BMS worksite or physical presence in the field is a necessary job function of this role, which the Company deems critical to collaboration, innovation, productivity, employee well-being and engagement, and it enhances the Company culture.

BMS is dedicated to ensuring that people with disabilities can excel through a transparent recruitment process, reasonable workplace accommodations/adjustments and ongoing support in their roles. Applicants can request a reasonable workplace accommodation/adjustment prior to accepting a job offer. If you require reasonable accommodations/adjustments in completing this application, or in any part of the recruitment process, direct your inquiries to adastaffingsupport@bms.com. Visit careers.bms.com/eeo-accessibility to access our complete Equal Employment Opportunity statement.

BMS cares about your well-being and the well-being of our staff, customers, patients, and communities. As a result, the Company strongly recommends that all employees be fully vaccinated for Covid-19 and keep up to date with Covid-19 boosters.

BMS will consider for employment qualified applicants with arrest and conviction records, pursuant to applicable laws in your area.

Any data processed in connection with role applications will be treated in accordance with applicable data privacy policies and regulations.