Executive Associate II
Wiraa · United States
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- Hybrid
- Full-time
- $75,000 / year
- United States
Job highlights
- Support senior marketing executives with daily operations.
- Manage calendars, travel, and expense reporting efficiently.
- Coordinate meetings and prepare essential documentation.
- Utilize internal systems like Workday and SharePoint.
- Maintain strict confidentiality and professional demeanor.
About the role
About The Company
Bristol Myers Squibb is a global biopharmaceutical company dedicated to transforming patients' lives through science. With a rich history of innovation and a commitment to advancing healthcare, Bristol Myers Squibb focuses on discovering, developing, and delivering innovative medicines that address unmet medical needs. The company's mission is to help patients prevail over serious diseases, and it fosters a culture of passion, integrity, innovation, urgency, accountability, and inclusion. Employees at Bristol Myers Squibb work in a dynamic environment that encourages collaboration, continuous learning, and personal growth. The organization recognizes the importance of work-life balance and offers a comprehensive benefits package to support its employees' well-being and professional development. Bristol Myers Squibb operates across various regions with a focus on research and development, manufacturing, and commercial operations, making a significant impact in oncology, immunology, cardiovascular, and fibrosis therapeutics.About The Role
The Executive Assistant role within the US Marketing team at Bristol Myers Squibb is a challenging and meaningful position that offers the opportunity to support high-level executives in a fast-paced, innovative environment. The successful candidate will provide comprehensive administrative support to the Vice President, Executive Director, and Directors of the US Commercial Marketing team, primarily focusing on a US launch brand. This role requires a highly organized, proactive, and performance-driven individual who excels at multitasking and prioritizing tasks effectively. The Executive Assistant will independently manage calendar scheduling, travel arrangements, expense reporting, and meeting organization, ensuring seamless operations for senior leadership. Additionally, the role involves supporting recruiting activities, onboarding and offboarding processes, and resource management for various internal systems such as Workday, SharePoint, and Microsoft Teams. The position demands confidentiality, professional communication, and the ability to work collaboratively with matrix teams across different departments. The ideal candidate is adaptable, demonstrates strong decision-making skills, and can anticipate the needs of managers to deliver optimal outcomes with minimal supervision.Qualifications
- Minimum of 8 years of administrative experience supporting executives and large teams
- Proven ability to handle sensitive and confidential information with discretion
- Exceptional organizational and time-management skills
- Strong interpersonal skills and the ability to communicate effectively at all levels of management
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite, including PowerPoint, Word, Excel, and Outlook
- Experience with internal systems such as Workday, SharePoint, and Microsoft Teams
- Ability to work independently, prioritize tasks, and adapt quickly to changing priorities
- Strong problem-solving skills and sound judgment
- Demonstrated ability to manage complex projects and meet deadlines
- High level of professionalism and a positive work attitude
Responsibilities
- Provide proactive and comprehensive administrative support to senior marketing leadership, including calendar management, scheduling meetings, and coordinating travel arrangements
- Prepare and assist in the development of presentations, reports, and meeting materials, ensuring accuracy and professionalism
- Manage expense reports, reimbursements, and budget tracking in accordance with company policies
- Support recruiting activities, including onboarding and offboarding processes
- Coordinate and organize meetings, including logistics, agendas, and follow-up actions
- Serve as a resource for the marketing team on internal systems such as Workday, SharePoint, and Microsoft Teams
- Anticipate the needs of managers and take proactive steps to facilitate smooth operations
- Assist with project-focused duties and ensure timely completion of assigned tasks
- Maintain confidentiality and handle sensitive information with discretion
- Support team culture initiatives and foster a collaborative work environment
- Stay current with company policies, procedures, and continuous learning modules to enhance performance
- Adapt to changing priorities and provide solutions to emerging challenges
Benefits
- Comprehensive health coverage including medical, dental, vision, and pharmacy plans
- Wellbeing programs such as BMS Well-Being Account, Employee Assistance Programs (EAP), and Living Life Better initiatives
- Financial security benefits including 401(k) plan, short- and long-term disability insurance, life insurance, and supplemental health coverage
- Work-life balance offerings such as paid time off, flexible time off (unlimited with manager approval), and national holidays
- Paid vacation for Phoenix, Puerto Rico, and Rayzebio employees, with additional optional holidays and volunteer days
- Summer hours flexibility for eligible employees, along with leaves of absence for medical, personal, parental, caregiver, bereavement, and military needs
- Participation in global shutdown periods, including the holiday break between Christmas and New Year’s Day
Equal Opportunity
Bristol Myers Squibb is committed to creating a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate based on race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, disability, or any other protected status. We encourage applications from all qualified individuals and value the unique perspectives and experiences each person brings to our organization. We are dedicated to providing reasonable accommodations throughout the recruitment process and in support of ongoing employment needs.Key skills/competency
Executive Assistant, Administrative Support, Calendar Management, Travel Arrangements, Expense Reporting, Meeting Coordination, Microsoft Office Suite, Internal Systems Management, Confidentiality, Project ManagementSkills & topics
- Executive Assistant
- Administrative Support
- Marketing Assistant
- Biopharmaceutical
- Calendar Management
- Travel Coordination
- Expense Reporting
- Microsoft Office
- Workday
- SharePoint
How to get hired
- Tailor your resume: Highlight your 8+ years of executive administrative support experience, emphasizing discretion and organizational skills.
- Showcase system proficiency: Detail your expertise with Microsoft Office Suite and internal systems like Workday, SharePoint, and Teams.
- Emphasize soft skills: Provide examples of your strong communication, problem-solving, and independent work capabilities.
- Research Bristol Myers Squibb: Understand their mission, values, and commitment to patients and innovation.
- Prepare for behavioral questions: Be ready to discuss how you handle confidential information and manage competing priorities.
Technical preparation
Master Microsoft Office Suite (PowerPoint, Word, Excel, Outlook).,Become proficient in Workday, SharePoint, and Microsoft Teams.,Practice creating professional presentations and reports.,Familiarize yourself with expense reporting procedures.
Behavioral questions
How do you prioritize tasks with competing demands?,Describe a time you handled sensitive information discreetly.,How do you anticipate the needs of senior leaders?,Share an example of adapting to changing priorities.
Frequently asked questions
- What is the primary focus of the Executive Assistant role at Bristol Myers Squibb?
- The Executive Assistant role at Bristol Myers Squibb primarily focuses on providing comprehensive administrative support to senior marketing leadership within the US Commercial Marketing team, specifically supporting a US launch brand.
- What are the key responsibilities for an Executive Assistant at Bristol Myers Squibb?
- Key responsibilities include managing calendars, coordinating travel and meetings, preparing presentations and reports, processing expense reports, supporting recruiting activities, and serving as a resource for internal systems like Workday and SharePoint.
- What qualifications are essential for the Executive Assistant position?
- Essential qualifications include a minimum of 8 years of administrative experience supporting executives, proven ability to handle confidential information, strong organizational and time-management skills, proficiency in Microsoft Office Suite and internal systems, and excellent communication abilities.
- How does Bristol Myers Squibb support work-life balance for its employees?
- Bristol Myers Squibb supports work-life balance through comprehensive health coverage, wellbeing programs, financial security benefits, generous paid time off, flexible time off options, summer hours flexibility, and various leaves of absence.
- What is the company culture like at Bristol Myers Squibb?
- Bristol Myers Squibb fosters a culture of passion, integrity, innovation, urgency, accountability, and inclusion, encouraging collaboration, continuous learning, and personal growth in a dynamic environment.
- What kind of internal systems will an Executive Assistant use at Bristol Myers Squibb?
- An Executive Assistant will utilize internal systems such as Workday for HR-related functions, SharePoint for document management and collaboration, and Microsoft Teams for communication and virtual meetings.
- Is this role remote or on-site at Bristol Myers Squibb?
- The job description does not explicitly state the work arrangement; however, given the focus on supporting a specific US launch brand and the nature of executive support, it is likely an on-site or hybrid role within a Bristol Myers Squibb office.
- How can I best highlight my suitability for the Executive Assistant role at Bristol Myers Squibb?