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

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Summary

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.

Preferred Skills

• 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.

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.

• Bachelor’s degree preferred.

• Strong interpersonal skills in dealing with all levels of management (internal an