Executive Associate - US Commercialization Learning

Bristol Myers Squibb•Princeton, NJ

5d•Onsite

About The Position

The US Commercialization Learning team is seeking a highly organized and service-oriented Executive Associate to enable operational excellence across the US Commercialization Learning organization. The selected candidate will be responsible for coordinating the people, processes, vendors, budgets, and events that underpin a scalable, data-driven learning operation. This role requires discretion, strong interpersonal skills, and a collaborative mindset to support the team's mission of delivering impactful learning experiences across the US commercial organization.

Requirements

Associate's degree required; Bachelor's degree preferred (or equivalent experience)
2+ years in project coordination or administrative support experience within complex teams (learning, commercial, medical, or similar environments)
Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint); experience with expense management tools (e.g., Concur) and HR/process systems (e.g., Workday), experience with AI applications (e.g., Co-Pilot, ChatGPT, Claude)
Strong interpersonal and stakeholder management skills; exceptional organization and time management; vendor and budget process literacy; clear written and verbal communication; high attention to detail
Ability to work with limited supervision and manage multiple priorities simultaneously
Demonstrated ability to handle confidential and sensitive information with discretion

Responsibilities

Track, analyze, and report on team budgets; process Statements of Work (SOWs), Master Service Agreements (MSAs), Purchase Orders (POs), and contract renewals
Collaborate with Finance to ensure accurate budget reconciliation and reporting
Maintain budget dashboards and performance scorecards; support Compass planning cycles
Coordinate training and deployment of relevant processes and tools across the team
Schedule and coordinate meetings across the leadership and extended team, including 1:1s and leadership team (LT) meetings
Manage agendas, meeting notes, and logistics; proactively resolve scheduling conflicts
Set up and support webinars, town halls, and virtual collaboration sessions
Lead end-to-end logistics for training programs and town hall events, including venue, catering, invitations, onsite support, and readiness planning
Prepare and distribute attendee materials, handouts, and supporting documentation
Coordinate Workday actions, headcount tracking, and access provisioning/deprovisioning for team members
Ensure structured, day-one onboarding experiences and clean offboarding processes for team members
Maintain distribution lists, Microsoft Teams spaces, and SharePoint sites; ensure accurate storage and accessibility of team records and learning assets
Nurture productive relationships with internal partners and external vendors
Coordinate travel bookings, receipts, and expense submissions (Concur) for the Executive Director
Support guest and vendor visitor registrations with front desk
Draft team announcements, track awards and accomplishments, and manage the shared mailbox and team calendar
Provide comprehensive support handling confidential information with the highest level of integrity and discretion
Support special projects and time-bound initiatives as directed
Proactively identify opportunities to streamline processes, dashboards, and operational workflows

Benefits

Medical, pharmacy, dental, and vision care
BMS Well-Being Account, BMS Living Life Better, and Employee Assistance Programs (EAP)
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
Survivor support
Flexible time off (unlimited, with manager approval)
11 paid national holidays
160 hours annual paid vacation for new hires with manager approval
3 optional holidays
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
Annual Global Shutdown between Christmas and New Years Day