Executive Assistant, DQS

Bristol Myers Squibb • Princeton, NJ

3d

About The Position

The DQS Executive Associate provides administrative and operational support to members of the DQS Leadership Team and their respective organizations. The role requires independent discretion & judgment, strong organizational skills, baseline proficiency in office technology, and the ability to anticipate needs in a fast‑paced, highly matrixed environment.

Requirements

• High school diploma required; college coursework or a completed degree preferred
• Minimum of 3 years of administrative experience required; corporate experience strongly preferred
• Ability to navigate highly matrixed environment across all organizational levels, functions, and time zones with minimal direction
• Advanced proficiency in Microsoft Office and collaboration tools including Outlook, Word, Excel, PowerPoint, and Teams
• Familiarity with Copilot and/or ChatGPT for basic tasks; Advanced proficiency a plus
• Working knowledge of Concur, Ariba/SAP, SharePoint, eSetup/411, eTime, Workday or equivalents
• Strong organizational, time management, verbal, and written communication skills
• Proven ability to identify patterns in recurring tasks and implement efficient, scalable solutions
• Ability to learn new tools and systems in a continuously evolving environment
• Positive, professional demeanor with a high level of productivity and attention to detail

Nice To Haves

• Advanced proficiency in Copilot and/or ChatGPT

Responsibilities

• Execute a broad range of administrative and operational responsibilities in a cross-functional environment
• Anticipate the needs of leaders and teams, taking initiative to resolve issues proactively and autonomously
• End-to-end coordination of functional meetings/events including organizing meeting materials and pre‑reads (e.g. compiling PowerPoint slides or excel documents)
• Support team & functional communications by drafting messages using copilot/ChatGPT as needed, soliciting and incorporating feedback, and compiling content for DQS newsletter
• Maintain and manage departmental SharePoint sites and related documentation
• Manage confidential and sensitive information with discretion, professionalism, and confidentiality
• Prioritize activities and requests in alignment with departmental objectives and business needs
• Coordinate broad support requests (e.g., IT, Facilities) and ensure timely resolution
• Support project‑based work by monitoring timelines, following up on action items, and organizing materials (e.g. slides, excel documents, etc.)
• Identify and implement process improvements to increase efficiency and effectiveness
• Process expense reports, purchase orders, and other administrative transactions accurately and on time
• Arrange and manage complex domestic and international travel for LT members, ensuring compliance with company Travel & Expense (T&E) policies

Benefits

• Health Coverage: Medical, pharmacy, dental, and vision care.
• Wellbeing Support: Programs such as BMS Well-Being Account, BMS Living Life Better, and Employee Assistance Programs (EAP).
• Financial Well-being and Protection: 401(k) plan, short- and long-term disability, life insurance, accident insurance, supplemental health insurance, business travel protection, personal liability protection, identity theft benefit, legal support, and survivor support.
• Work-life benefits include: Paid Time Off US Exempt Employees: flexible time off (unlimited, with manager approval, 11 paid national holidays (not applicable to employees in Phoenix, AZ, Puerto Rico or Rayzebio employees) Phoenix, AZ, Puerto Rico and Rayzebio Exempt, Non-Exempt, Hourly Employees: 160 hours annual paid vacation for new hires with manager approval, 11 national holidays, and 3 optional holidays Based on eligibility, additional time off for employees may include unlimited paid sick time, up to 2 paid volunteer days per year, summer hours flexibility, leaves of absence for medical, personal, parental, caregiver, bereavement, and military needs and an annual Global Shutdown between Christmas and New Years Day. All global employees full and part-time who are actively employed at and paid directly by BMS at the end of the calendar year are eligible to take advantage of the Global Shutdown.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED