Executive Assistant to VP, Strategy Management Office & Operation Excellence group

Bristol Myers Squibb • Princeton, NJ

1d

About The Position

The Executive Assistant to VP, Strategy Management Office and provides administrative and office management support to both VP and the related Operational Excellence groups. 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 Business Operations and all functions of the company.

Specific administrative assignments will include proactive and heavy calendar management, meeting scheduling, travel booking, purchase order preparation and management, group logistics, preparing/processing expense reports and supporting internal budget processes. On the office management front, duties will include stocking and ordering supplies, 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 executive and senior corporate leadership and other internal/external partners and stakeholders. The Executive Associate is expected to collaborate and cooperate with other EAs across the company to support the VP and organization effectively and should demonstrate a polished and professional demeanor in all internal and external interactions.

Requirements

• Successful candidate must possess 8-10 years of administrative experience, primarily supporting enterprise and/or Finance executives.
• Bachelor’s degree preferred.
• 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 VP 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 in the group 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 internal and 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.

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
• Number of Employees: 5,001-10,000 employees