Executive Assistant to SVP, U.S. Policy and Government Affairs

Bristol Myers Squibb•Washington, DC

40d•Hybrid

About The Position

The Executive Assistant to SVP, U.S. Policy and Government Affairs, provides administrative and office management support to the SVP, U.S. Policy and Government Affairs (USPGA) and BMS' Washington, DC office. The successful candidate will be responsible for accomplishing diverse and complex administrative tasks in a fast-paced, rapidly evolving environment, while working with a broad range of internal stakeholders and senior leaders across Global Policy and Government Affairs, USPGA and other key business functions. Specific administrative assignments will include proactive and heavy calendar management, meeting scheduling, travel booking, preparing/processing expense reports and supporting internal budget processes. On the office management front, duties will include stocking and ordering supplies, developing coverage plan for staffing reception desk, overseeing use of office space, including conference room booking and desk space, planning and executing in-office meals, supporting event/meeting logistics, organizing consistent data management procedures (e.g., use of OneDrive, Teams, etc.), providing on-boarding assistance to new staff, and coordinating with corporate functions (BMS IT/AV services team, security, real estate and building management). The scheduling piece of the role is significant and high profile, including senior corporate leadership, USPGA leadership team, other internal/external partners and stakeholders (e.g., trade associations, Members of Congress, Administration, among others). The Executive Associate is expected to collaborate and cooperate with other EAs across the company to support the SVP and organization effectively and should demonstrate a polished and professional demeanor in all internal and external interactions. The office management portion of this role is also important, as it supports a quickly growing and evolving team at a critically busy and unique time for the biopharmaceutical industry.

Requirements

Successful candidate must possess 8-10 years of administrative experience, primarily supporting a government affairs/policy executive.
Experience as a scheduler or similar in a Hill or Agency office may also be appropriate.
Strong interpersonal skills in dealing with all levels of management (internal and external).
Excellent verbal and written communication skills.
Proven ability to handle sensitive information with confidentiality, discretion & good judgment.
Adapts easily to new learning situations, knows how to set priorities, is very proactive, reliable, and accountable, and works with limited supervision.
Strong attention to detail.
Must be comfortable working with new tools and technologies including web-based and digital communications tools.
Maintains professional and technical knowledge by remaining current with BMS continuous learning modules.
Highly proficient in Microsoft Office Suite; including but not limited to Outlook Calendar and Email, Teams, SharePoint, Excel, Word, and PowerPoint.

Nice To Haves

Anticipate needs of manager; take appropriate steps with minimal supervision to produce accurate and timely outcomes.
Adhere to T&E policies, including booking travel arrangements (domestic & international) and monthly reconciliation of business expenses and BMS internal corporate policies for accurate and compliant reporting of expenses.
Ensure SVP's preparedness for meetings (e.g., assemble meeting materials, assisting with PowerPoint presentations, preparatory meetings with key stakeholders & pre-reads)
Exhibit a willingness to assist and support others while balancing work demands.
Escalate decision-making when appropriate.
Interface appropriately with BMS senior executives/matrix team members and collaborate effectively with both leadership team administrative staff.
Represent team in a professional manner in engagements with external organizations.
Handle confidential information with discretion and demonstrate diplomacy/good judgment in sensitive situations.
Prepare to adapt to constant change and quickly course correct when necessary in a rapidly evolving environment.
Exhibit a positive work attitude, high productivity and a collaborative approach with other employees across the company.

Responsibilities

Proactive and heavy calendar management
Meeting scheduling
Travel booking
Preparing/processing expense reports
Supporting internal budget processes
Stocking and ordering supplies
Developing coverage plan for staffing reception desk
Overseeing use of office space, including conference room booking and desk space
Planning and executing in-office meals
Supporting event/meeting logistics
Organizing consistent data management procedures (e.g., use of OneDrive, Teams, etc.)
Providing on-boarding assistance to new staff
Coordinating with corporate functions (BMS IT/AV services team, security, real estate and building management)

Benefits

Medical, pharmacy, dental and vision care.
Wellbeing support such as the BMS Living Life Better program and employee assistance programs (EAP).
Financial well-being resources and a 401(K).
Financial protection benefits such as short- and long-term disability, life insurance, supplemental health insurance, business travel protection and survivor support.
Work-life programs include paid national holidays and optional holidays, Global Shutdown Days between Christmas and New Year's holiday, up to 120 hours of paid vacation, up to two (2) paid days to volunteer, sick time off, and summer hours flexibility.
Parental, caregiver, bereavement, and military leave.
Family care services such as adoption and surrogacy reimbursement, fertility/infertility benefits, support for traveling mothers, and child, elder and pet care resources.
Other perks like tuition reimbursement and a recognition program.

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