Senior Administrative Associate, Drug Product Development (DPD)

Bristol Myers Squibb • New Brunswick, NJ

3d • Onsite

About The Position

The Oral Product Development (OPD) organization, part of Drug Product Development (DPD), is seeking a highly organized and service-oriented Senior Administrative Associate to provide dedicated executive support to the Executive Director, Head of Oral Product Development, and to enable operational excellence across the OPD group. The selected candidate will anticipate leadership needs, manage complex calendars and travel, and coordinate the meetings, budgets, vendors, onboarding, and events that keep a fast-paced, highly matrixed development organization running smoothly. This role requires sound independent judgment, discretion with confidential information, strong interpersonal skills, and a proactive, collaborative mindset. This is an on-site role in New Brunswick, NJ, reporting to the Executive Director, Head of Oral Product Development. Given the hands-on, in-person nature of the support this role provides, the successful candidate will work on-site alongside the leadership team as a regular part of the role. The Senior Administrative Associate provides direct executive support to the Head of OPD and operational support across the OPD organization, which is responsible for small molecule oral drug product design and development within Drug Product Development (DPD). The role works collaboratively across a complex matrix environment, partnering with colleagues across Pharmaceutical Development (PD) and key partner functions — including Material Science and Technology, Quality, Global Regulatory Sciences, Clinical Pharmacology, etc. — as well as with Finance, HR, and Procurement, and external contract manufacturing organizations and service providers.

Requirements

• Associate’s degree required; Bachelor’s degree preferred (or equivalent experience); or 7+ years of experience with High school diploma/GED
• 2+ years in executive/administrative support or project coordination within complex teams (development, scientific, commercial, medical, or similar environments); corporate experience strongly preferred
• Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint); experience with expense/procurement tools (e.g., Concur, Ariba/SAP) and HR/process systems (e.g., Workday); experience with AI applications (e.g., Copilot, ChatGPT, Claude)
• Working knowledge of BMS company policies
• 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 navigate a highly matrixed environment across levels, functions, and time zones with minimal direction
• Ability to work with limited supervision and manage multiple priorities simultaneously
• Demonstrated ability to handle confidential and sensitive information with discretion

Responsibilities

• Executive support to the Head of Oral Product Development
• Manage a complex calendar; schedule and prioritize meetings, resolve conflicts, and protect time against shifting priorities
• Arrange and manage complex domestic and international travel — flights, accommodations, and transportation — ensuring cost-effectiveness and adherence to Travel & Expense (T&E) policy
• Coordinate travel bookings, receipts, and expense submissions (Concur) for the Executive Director
• Prepare and edit correspondence, presentations, reports, and pre-reads using the MS Office Suite; compile meeting materials (PowerPoint, Excel) and provide meeting summaries on request
• Anticipate the needs of the leader and the team, taking initiative to resolve issues proactively and autonomously
• Provide comprehensive support handling confidential and sensitive information with the highest level of integrity and discretion
• Operational support across the DPD group
• Schedule and coordinate meetings across the leadership and extended team, including 1:1s and leadership team (LT) meetings; manage agendas, notes, and logistics
• Lead end-to-end logistics for team meetings, town halls, and offsite events — venue, catering, invitations, onsite support, and readiness planning; set up and support webinars and virtual collaboration sessions
• Track and report on team budgets; process Statements of Work (SOWs), Purchase Orders (POs), invoices, and contract renewals, and partner with Finance on accurate reconciliation and reporting
• Coordinate Workday actions, headcount tracking, and access provisioning/deprovisioning; ensure structured day-one onboarding and clean offboarding for team members
• Maintain distribution lists, Microsoft Teams spaces, and SharePoint sites; ensure accurate storage and accessibility of team records
• Manage departmental files and mail
• Order and stock office and laboratory supplies and equipment
• Support project-based work by monitoring timelines, following up on action items, and organizing materials
• Coordinate broad support requests (e.g., IT, Facilities) and support guest/vendor visitor registrations with front desk
• Serve as a point of contact for internal and external stakeholders; nurture productive relationships with internal partners and external vendors
• Proactively identify opportunities to streamline processes, dashboards, and operational workflows
• Support special projects and time-bound initiatives as directed; occasional site travel may be required
• This position requires a positive and proactive team player and relationship builder with strong administrative capabilities, as well as the ability to interface with all levels of BMS management and external partners/vendors in a professional manner.

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: Senior
• Education Level: Associate degree