Executive Associate - GPS IT

Working with Us
Challenging. Meaningful. Life-changing. Those aren’t words that are usually associated with a job. But working at Bristol Myers Squibb is anything but usual. Here, uniquely interesting work happens every day, in every department. From optimizing a production line to the latest breakthroughs in cell therapy, this is work that transforms the lives of patients, and the careers of those who do it. You’ll get the chance to grow and thrive through opportunities uncommon in scale and scope, alongside high-achieving teams rich in diversity. Take your career farther than you thought possible.

Bristol Myers Squibb recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal lives. Read more: careers.bms.com/working-with-us.

Description:
This position will support multiple Executive Directors in Global Product Development and Supply (GPS) IT.  The Executive Associate will be responsible for multiple complex administrative tasks with minimal supervision including highly diverse project-focused duties and exposure to confidential material necessitating the use of tact, diplomacy, discretion, and judgment. The candidate must have proven skills in prioritizing and multi-tasking, as well as the ability to remain poised and focused in a fast-paced working environment. 

Responsibilities:

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Phone and calendar management as well as timely scheduling ensuring meetings are prioritized and occur within appropriate timelines across time zones (including international)
• Coordinate extensive and complex multi-leg national/international travel including but not limited to hotel, flight / train, car rental, etc.
• Input and adhere to T&E policies, monthly reconciliation of business expenses and reimbursements
• Responsible for scheduling, organizing leadership team meetings, extended leadership team meetings, staff meetings, coordinate agenda and distribute, catering and meeting logistics.
• Assists in constructing meeting agenda, meeting minutes & post meeting reports.
• Ensure manager’s preparedness for meetings (e.g., assemble meeting materials, assisting with PowerPoint presentations, & pre-reads)
• Administrative support to filing/records retention and other functions (as required)
• Schedule conference room usage
• Support departmental office space planning and office moves (as needed)
• Independently research complex inquiries to recommend solutions / escalate issues as appropriate
• Prioritize and complete support requests in a timely manner (i.e., facilities, etc.)
• Create and monitor work orders, purchase orders.
• Support onboarding / offboarding 
• Prioritize activities and takes prompt action based on an understanding of policies and functional needs
• Maintains confidentiality of all corporate matters pertaining to area of responsibility.
• Maintains professional and technical knowledge by remaining current with BMS continuous learning modules
• Other duties related to the above within the company, as assigned
• Collaborate and partner with all administrative assistants within IT and GPS departments to ensure business needs and goals are met

Qualifications:

• High School degree, some college or degree desirable
• 7-8 years of administrative or comparable experience; Executive Associate Experience preferred
• Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint)
• Proficient in Concur Travel and T&E, Ariba/SAP, SharePoint, Workday, Room Scheduler
• Must have strong interpersonal skills, be a team player and be willing to work in an environment where individual initiative and accountability to the team are required.
• Demonstrates ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants and external partners, across organizational levels and functions
• Responsive, sense of urgency, plans ahead (strategic) while executing on a day-to-day basis (tactical/operational); highly motivated to get things done, takes initiative
• Must have excellent, concise communication skills (written and oral)
• Must have a strong ability to take direction but also exercise judgment and independent thought
• High level of commitment and results orientation is required
• Proven ability to handle Confidential matters