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Position Summary

The Administrative Assistant provides high-level administrative and operational support to the VP, Global Markets Compliance & Deputy Chief Compliance & Ethics Officer. This role requires a proactive, detail-oriented, and organized professional who can manage a complex calendar for meetings with stakeholders across multiple time zones, coordinate cross-functional activities, and support organizational excellence for the VP, Global Markets Compliance & Deputy CCEO.  

The ideal candidate exercises sound judgment, maintains strict confidentiality, and demonstrates the ability to work effectively across all levels of the organization and across global time zones.

Key Responsibilities

Executive Administrative Support

• Manage complex, high-volume calendar for the VP, including scheduling meetings, resolving conflicts, and proactively anticipating needs
• Coordinate domestic and international travel arrangements in compliance with BMS Travel Policy
• Prepare and submit expense reports accurately and on time
• Screen and manage incoming communications and draft correspondence
• Serve as primary point of contact for the VP with internal and external stakeholders

Meeting & Event Coordination

• Plan and support team meetings, Global Markets leadership offsites, town halls, and C&E events
• Coordinate video conferences and cross-regional calls across multiple time zones
• Prepare and distribute meeting materials, prepare meeting notes and action items report

Regional Monthly Report Coordination

• Coordinate collection, compilation, and distribution of regional monthly compliance reports
• Maintain reporting calendar, deadlines, reminders, and follow-up processes
• Track report submissions and escalate outstanding items as needed
• Compile reports into a consolidated executive summary for review by the VP
• Maintain repository of historical reports
• Recommend process improvements and ensure reporting consistency

Document & Information Management

• Maintain organized filing systems
• Prepare, format, and proofread presentations, reports, policy documents, and communications
• Track action logs, follow-ups, and project deadlines

Cross-Functional Collaboration & Liaison

• Support onboarding activities for new team members and assist with team engagement initiatives, recognition programs, and culture-building activities.

• Coordinate with other Executive Assistants and Administrative Coordinators to ensure seamless support coverage and partnership across the organization.

Qualifications

Required

• Bachelor's degree preferred
• Minimum of 5–7 years of Executive Assistant, Administrative Assistant, or related experience supporting senior leaders in a corporate environment; pharmaceutical, biotechnology, or healthcare industry experience preferred.
• Demonstrated ability to manage highly confidential and sensitive information with professionalism and discretion.
• Advanced proficiency in Microsoft Office applications, particularly Outlook, Teams, Word, PowerPoint, and Excel; SharePoint experience preferred.
• Excellent written and verbal communication skills with strong attention to detail.
• Proven ability to work independently with limited day-to-day supervision while managing multiple competing priorities.
• Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization.
• Ability to exercise sound judgment, anticipate