Bristol Myers Squibb EXECUTIVE ASSISTANT in New York City, New York
At Bristol-Myers Squibb, we’re creating innovative medicines for patients who are fighting serious diseases. We’re also nurturing our own team with inspiring work and challenging career options. No matter our role, each of us makes a contribution. And that makes all the difference.
Performs diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of the company’s policies and practices to support the President of the Foundation (Vice President of the company) and his Directors. Manages calendar to ensure identified priorities are addressed. Answers requests for information. Manages projects and conducts research when necessary. Prepares and edits general correspondence, presentations, minutes, reports, and financial data. Establishes and maintains working relationships with personnel in other departments. Makes travel, guest and meeting arrangements. Organizes and maintains files and records.
Key Responsibilities / Job Duties:
Position provides project and team coordination support for the Bristol-Myers Squibb Foundation and Corporate Philanthropy initiatives. Work directly with the President of the Foundation (VP corporate philanthropy) and other members of the Foundation and Corporate Philanthropy Leadership Team. Provide support to the Leadership Team.
- Responsible for accomplishing highly diverse, time sensitive and often complex projects, activities and administrative tasks. Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans as needed
Responsible for departmental status reporting and updating of various SharePoint sites and other tracking documents and systems.
Ability to process complex SOWs, contracts, and invoicing. Addresses correspondence, manages calendars, schedules meetings, conferences, and events, makes travel arrangements, and maintains accurate departmental records and helps draft complex PowerPoint slides.
Accountable for screening of incoming mail, e-mail and telephone communications and in person inquiries from solicited and unsolicited inquiries from external and internal stakeholders and colleagues. Gathers information and follows up with appropriate staff on behalf of the President and the Directors. Resolves routine and complex inquiries. Response independently and/or drafts responses for executives review to correspondences.
Tracks and follows up on requests, identifying those of importance which require attention including memos, reports, contracts and other documents as needed in a timely and accurate manner.
Responsible for developing and maintaining appropriate document filing systems (both hard copy and electronic) for easy reference and access. Ensures compliance with any record retention procedures. Maintains confidentiality and recommends solutions or actions required.
Monitors supply inventory, orders and stocks all office supplies. Prepares expense reimbursement requests. Creates Approves invoices and purchase requisitions, processes invoices and tracks payments, as assigned.
Coordinates production and distribution of board materials and related material as required. Prepares meeting notices, reports and agendas, notifies attendees, and resolves scheduling conflicts. Records and tracks meeting minutes follow up items. Ensures timely resolution of critical issues and other matters when needed.
Oversight and execution of the Employee Scholarship Program which provides scholarships to the children of BMS employees through the National Merit Scholarship Fund (NMSF). Including timely communication of notices, application deadlines, finalist and announcement of winners.
Performs other duties as assigned.
- Position requires a highly experienced professional with experience working with/for senior level executives and large, international teams. Highly motivated, independent thinker with proven problem solving and analytical skills. Ability to utilize technology effectively to support Foundation and Corporate Philanthropyoin systems and/or processes. Ability to interact with colleagues at all levels of the organization. Excellent communication (both written and oral), detail orientation, customer service, interpersonal skills project coordination, organization and multitasking skills.
Has strong organizational skills, pays close attention to detail and follow-up, and properly balances priorities and resources. Maintains a positive attitude, a high level of productivity, and is adaptable to change. Proactively looks ahead at schedules, events, and needs of manager/team, anticipates conflicts, problems and issues, and takes appropriate steps to produce desired outcomes with minimum assistance from supervisor.
Must be highly proficient in SharePoint, Powerpoint, Excel and various BMS systems (Concur, SAP, Ariba, HR Systems, Intranet, , Contract Mgmt, eSetup, Skype and Conf Room Scheduling) and other office tools (MS Office Suite, Calendar, eMail, Live Meeting, OCS, OrgPlus, and audio/video conferencing). Must be comfortable working with new tools and technologies including internet, web-based and digital communications tools. Detail oriented with excellent oral and written communication skills.
Adapts easily to new learning situations, can establish priorities, is very proactive, reliable and accountable, and works with minimal supervision. A collaborative team player who effectively builds relationships with team and other departments.
Ideal Candidates Would Also Have:
· Project Management training.
H.S. Diploma required. Bachelors Degree preferred. Minimum of 5 years experience as a Sr. Project Coordinator or Executive Associate with 7/10 years of diversified operational coordination experience.
We’re creating innovative medicines for patients fighting serious diseases. We’re also nurturing our own diverse team with inspiring work and challenging career options. No matter the role, each one of us makes a contribution. And that makes all the difference.
Bristol-Myers Squibb is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.