Executive Associate

2 weeks ago

Princeton, United States Bristol-Myers Squibb Full time

**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.

**Key Responsibilities**
- Conserves leaders time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
- Calendar management as well as timely scheduling ensuring meetings are prioritized and occur within appropriate timelines across time zones (including international specifically India, UK and Switzerland)
- Coordinate complex multi-leg national/international travel including but not limited to hotel, flight / train, car rental, restaurant reservations etc.
- Input and adhere to Travel & Expense policies, monthly reconciliation of business expenses and reimbursements
- Responsible for scheduling, organizing leadership team meetings, extended leadership team meetings, staff meetings, coordinate agenda and distribute, catering and meeting logistics.
- Assists in constructing meeting agenda, meeting minutes & post meeting reports.
- Ensure manager's preparedness for meetings (e.g., assemble meeting materials, assisting with PowerPoint presentations, & pre-reads)
- Administrative support to filing/records retention and other functions (as required)
- Schedule conference room usage
- Support departmental office space planning and office moves (as needed)
- Independently research complex inquiries to recommend solutions / escalate issues as appropriate
- Prioritize and complete support requests in a timely manner (i.e., facilities, etc.)
- Create and monitor work orders, purchase orders.
- Support onboarding / offboarding on employees and contractors
- Prioritize activities and takes prompt action based on an understanding of policies and functional needs
- Maintains confidentiality of all corporate matters pertaining to area of responsibility.
- Maintains professional and technical knowledge by remaining current with BMS continuous learning modules
- Other duties related to the above within the company, as assigned
- Collaborate and partner with all administrative assistants within IT and other Departments to ensure business needs and goals are met

**Qualifications & Experience**
- High School degree, some college or degree desirable
- 7-8 years of administrative or comparable experience; Executive Associate Experience preferred
- Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint)
- Proficient in Concur Travel and T&E, Ariba/SAP, SharePoint, Workday, Room Scheduler
- Must have strong interpersonal skills, be a team player and be willing to work in an environment where individual initiative and accountability to the team are required.
- Demonstrates ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants and external partners, across organizational levels and functions
- Responsive, sense of urgency, plans ahead (strategic) while executing on a day-to-day basis (tactical/operational); highly motivated to get things done, takes initiative
- Must have excellent, concise communication skills (written and oral)
- Must have a strong ability to take direction but also exercise judgment and independent thought
- High level of commitment and results orientation is required
- Proven ability to handle Confidential matters
- Must be able to represent the department in a professional manner to internal and external customers
- Must have flexibility with day-to-day workload and be able to handle changes to schedule with limited notice.
- Must be able to work with limited day-to-day supervision
- Strong organizational and analytical skills
- Ability to multi-task and adapt quickly to competing priorities while remaining focused
- Ability to learn new tools and systems in an ever-evolving environment
- Exhibits a positive work attitude and high productivity

**#LI-Hybrid**

**Uniquely Interesting Work, Life-changing Careers**

**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, ons

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