Executive Associate

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.

Research and Development / Global Development Operations /

Global Data Management

The role of Executive Associate|| will report to the Senior Director, Global Data Management Operation.

• Position requires mastery of the executive associate function, including projection of a strong presence internally and externally with a high level of professionalism. Candidate will perform highly diverse administrative duties, which involve senior level contacts and exposure to sensitive information requiring confidentiality, discretion, and good judgment, as well as the highest level of core behaviors.

• Primarily provides administrative support to Senior Director, Global Data Management Operation with limited support to GDMLT as needed.
• Independently investigates, analyzes and recommends solutions to a broad range of business problems.
• Organizes multiple processes, procedures or programs to support business needs.
• Prioritizes activities and takes action based on an understanding of departmental objectives, customer needs, and BMS business strategy.
• Candidate will be the lead administrative assistant and be responsible for managing the department administrative workload supporting both executive and department needs.
• Uses time management techniques, including the latest technologies, to effectively manage own priorities and assist senior leaders in managing their activities.
• Knowledge and management of Sharepoint.
• Supports communication and transparency across the organization (including but not limited to the use of calendar, mail groups and Sharepoint).
• Strong collaboration skills with peer executive associates.
• Ensure a safe and enjoyable workplace.
• Keep teams aware of work productivity tools to assist in an efficient working environment.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Coordinates both individual and departmental meetings, off-site activities and meetings with vendors/suppliers; provides support for meetings by assuring technical requirements are met and providing meeting summaries upon request.
• Phone and calendar management as well as timely scheduling ensuring meetings are prioritized and occur within appropriate timelines.
• Maintain and organize office operations and procedures such as filing system, expense reports, requisition of supplies, and other administration services.
• Prepare spreadsheets, PowerPoint presentations and drafts basic correspondences as requested.
• Prioritizes activities and takes prompt action based on an understanding of departmental objectives and business needs.
• Adhere to T&E policies, including booking travel (domestic & international) and monthly reconciliation of business expenses.
• Ensure manager’s preparedness for meetings (e.g., assemble meeting materials & pre-reads)
• Prioritize and complete support requests in a timely manner (i.e., 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.
• Submission of Purchase Orders into Ariba (usually requested by LT or their direct/indirect reports).
• Assist with any Industry Initiatives for coordination, planning and execution.

Must have a High School diploma, BS degree preferred and, or advanced technical training with a minimum of 7 years of administrative experience, and with significant experience in office administration for a senior level executive and familiarity with departmental support.

• Experience working as an Executive Admin is preferred.

• Candidate must have excellent verbal and written communication skills including ability to draft correspondence upon request of manager.

• Candidate must be well organized and able to establish office systems and processes.

• Must have ability to handle multiple projects, prioritize competing demands and requests by taking initiative to adjust or change priorities and must be able to work independently.

• Candidate must be proficient in current technologies, including computer applications and software such as Microsoft Word, Excel, PowerPoint, Outlook, and SAP, etc.

• Candidate must have knowledge of Corporate Policies and procedures.

•Concur Travel and T&E, Ariba/SAP, Sharepoint, Room Scheduler 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 work effectively under pressure to meet deadlines in global set up.

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

Minimal domestic travel may be expected.

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

BMS has a diverse occupancy structure that determines where an employee is required to conduct their work. This structure includes site-essential, site-by-design, field-based and remote-by-design jobs. The occupancy type that you are assigned is determined by the nature and responsibilities of your role:

Site-essential roles require 100% of shifts onsite at your assigned facility. Site-by-design roles may be eligible for a hybrid work model with at least 50% onsite at your assigned facility. For these roles, onsite presence is considered an essential job function and is critical to collaboration, innovation, productivity, and a positive Company culture. For field-based and remote-by-design roles the ability to physically travel to visit customers, patients or business partners and to attend meetings on behalf of BMS as directed is an essential job function.

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 [email protected]. 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.

If you live in or expect to work from Los Angeles County if hired for this position, please visit this page for important additional information: https://careers.bms.com/california-residents/

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