Bristol Myers Squibb Executive Associate I in Hopewell, New Jersey
The successful candidate will report to and provide administrative assistance to the head of Cardiovascular Discovery Chemistry and will support the head of Fibrosis Discovery Chemistry, their senior leadership teams, and members of their teams as needed. In this role, the Executive Associate will perform highly diverse administrative responsibilities which involves contacts with individuals at all levels of the broader organization and includes exposure to sensitive information requiring confidentiality, discretion and good judgement. Proven skills in prioritizing work, multi-tasking, in BMS core behaviors, and collaboration skills are required.
Responsibilities (include but are not limited to):
Phone and proactive calendar management, as well as timely scheduling of meetings for members of the leadership team, ensuring meetings are prioritized and occur within appropriate timelines. Provide support for meetings by assuring technical requirements are met.
Arrange travel; adhering to T&E policies, including booking travel and preparing expense reports.
Tracks expenses, travel, and helps to manage budgets.
Prioritizes activities and takes prompt action based on an understanding of departmental objectives and business needs, working with minimal supervision, strong initiative and follow-up with focus on details.
Ensure manager’s preparedness for meetings as needed (e.g., assemble meeting materials, assist with PowerPoint presentations, spreadsheets, drafts basic correspondence & pre-reads)
Handles communication to members of the site, and helps to organize employee engagement activities. Updates department SharePoint sites.
Places orders for lab supplies, handles purchase orders and invoices, service contracts, requisition of office supplies for the site, and other administrative services.
Manages Work Day processes (promotions, new hires, as well as other delegated tasks in Work Day).
Facilitates onboarding of new hires, transfers to Carter Road site
Prioritizes and completes support requests in a timely manner (i.e., issues with IT, systems, facilities, etc.)
Independently researches more complex inquiries and responds or escalates inquiry, recommending solutions as appropriate.
Maintains professional and technical knowledge by remaining current with BMS continuous learning modules
Provides backup for other Executive Associates in the Department.
Willingness to handle Notary responsibilities desirable.
The successful candidate must have a High School diploma, college degree and/or advanced technical training desirable with 8 to 10 years of administrative experience. Prior BMS and Executive Associate experience strongly preferred.
Successful candidate is:
Well organized, professional, collaborative, highly productive, and provides high quality work with attention to detail.
Proficient in computer applications and software such as Microsoft Office (Outlook, Word, Excel, PowerPoint), Concur, SharePoint and WorkDay, and is able to learn new tools and processes in an ever-evolving work environment.
Proficient with BMS systems and processes such as Concur travel and T&E, purchasing systems (including Ariba/SAP), e-Time, Room Scheduler, Meeting set-ups including Skype.
Strong communication skills, both verbal and written and proven ability to handle sensitive information with confidentiality and good judgement.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled