Executive Administrative Assistant
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.
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.
Translates different communications from GQ Corporate to Spanish language for distribution within our organization
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.
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 . Visit[Register to View] target="_blank"> [Register to View] to access our complete Equal Employment Opportunity statement.
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.