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Executive Assistant

Company: Bristol Myers Squibb
Location: Cambridge
Posted on: November 23, 2022

Job Description:

At Bristol Myers Squibb, we are inspired by a single vision - transforming patients' lives through science. In oncology, hematology, immunology and cardiovascular disease - and one of the most diverse and promising pipelines in the industry - each of our passionate colleagues contribute to innovations that drive meaningful change. We bring a human touch to every treatment we pioneer. Join us and make a difference.

Bristol-Myers Squibb is a global biopharmaceutical company whose mission is to discover, develop and deliver innovative medicines that help patients prevail over serious diseases.

One shared journey is moving us forward at Bristol-Myers Squibb. Around the world, we are passionate about making an impact on the lives of patients with serious disease. Empowered to apply our individual talents and ideas so that we can learn and grow together and driven to make a difference, from innovative research to hands-on community support. Bristol-Myers Squibb recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees the resources to pursue their goals, both at work and in their personal lives.

The Bristol-Myers Squibb Cambridge Crossing (CMX) research site (opening in 2023) will help us continue to deliver on our mission, positioning the company and our scientists in the heart of a vibrant ecosystem of world-class science, innovation, and business opportunities. The scientists at this state-of-the-art research and development site will focus on novel targets and pathways for tumors that are refractory to current Immuno-Oncology therapies and implement our discovery platforms across all our therapeutic areas of focus. It will enable a fully integrated drug discovery and translational medicine organization and is optimally positioned to complement the world-class translational expertise, biology, and leading academic research centers in the area.

The Executive Administrative position will report to and provide comprehensive and highly flexible administrative support to the Head of Translational Medicine (TM), Solid Tumor. The associate is expected to collaborate and cooperate with other administrative assistants to effectively support TM. As part of Cambridge team; with a "dotted-line" reporting relationship to the Head of Strategy & Research Operations, the Associate will perform highly diverse administrative and operational project focused duties in support of the broader Cambridge site in close coordination with the site Strategy & Research Operations team. The ideal candidate must be proactive, collaborative and have proven skills in prioritization as well as the ability to exercise sound judgment and remain poised and focused in a fast-paced working environment. We are looking for a team player who will help us build a vibrant community and culture at our new research facilities in Cambridge.

Administrative Responsibilities 60% (include, but are not limited to):

Phone and calendar management as well as timely scheduling, ensuring meetings are prioritized and occur within appropriate timelines. Scanning forward in calendar and email to avoid future potential calendar conflicts and use travel time most efficiently is expected.

Maintain and organize office operations and procedures such as fully utilizing one-drive, filing systems and other technologic solutions, expense reports, requisition of supplies, and other administration services.

Prioritizes activities and takes prompt action based on an understanding of departmental objectives and critical business needs.

Adhere to T&E policies, including booking complex travel arrangements (domestic & international, ensuring appropriate visas etc.) and monthly reconciliation of business expenses, understanding of Sarbanes-Oxley, and Sunshine act implications, and BMS internal corporate policies for accurate and compliant reporting of expenses.

Ensure leader's preparedness for meetings (e.g., assemble meeting materials, assisting with PowerPoint presentations, preparatory meetings with key stakeholders & pre-reads)

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.

Proactively partners with matrix team members such as Finance, Operations, HRBP, People Services, as needed, to facilitate necessary projects, tasks or meetings to expedite support for the leader and/or the team

Creates, edits, and tracks job requisitions as well as assisting with other delegated tasks utilizing Workday.

Cambridge R&ED Site Support Responsibilities 40% (included, but not limited to):

Build, maintain and optimize Microsoft based collaboration tools (MS Teams Collaborative Spaces, SharePoint Lists & sites)

Liaise with site-based teams to understand operational needs and propose technical tools (SharePoint) to meet needs.

Assists with site-wide communications across multiple platforms (email, video, Yammer, SharePoint, Teams)

Organize meetings and events including scheduling, coordinating room schedules, AV assistance and catering.

Independently balances both short- and long-term projects with multiple customers to ensure on time delivery.


High School degree, some college or degree desirable.

Minimum of 5 years administrative or comparable experience, experience working in scientific research environment, biotech start-ups, pharmaceutical and venture capital companies preferred.

Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint). Deep knowledge of BMS Systems and Processes.

Concur Travel and T&E (or related systems), Ariba/SAP, SharePoint, eSetup, eTime, Workday, Room Scheduler proficiency.

Proven track record of ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants/external partners, across organizational levels, functions, and supports business needs across different time-zones and during periods of heavy workload.

Proven track record of attention to detail and high quality delivery

Ability to multi-task and adapt quickly to competing priorities while remaining focused.

Demonstrates learning agility and intellectual curiosity. Successful candidate must be able to learn new tools, systems and processes in an ever-evolving environment.

Exhibits an enterprise mindset, positive work attitude, resilience, and high productivity.

The expectation of all administrative assistants within the R&D department is that of true collaboration and partnership to ensure business needs/goals are met in a timely manner.

Also required to provide back-up support as - needed to cover planned (e.g.,vacations) as well as unplanned (e.g.,emergencies, etc.) absences.

Around the world, we are passionate about making an impact on the lives of patients with serious diseases. Empowered to apply our individual talents and diverse perspectives in an inclusive culture, our shared values of passion, innovation, urgency, accountability, inclusion and integrity bring out the highest potential of each of our colleagues.

Bristol Myers Squibb recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal lives.

Physical presence at the BMS worksite or physical presence in the field is an essential job function of this role which the Company deems critical to collaboration, innovation, productivity, employee well-being and engagement, and enhances the Company culture.

To protect the safety of our workforce, customers, patients and communities, the policy of the Company requires all employees and workers in the U.S. and Puerto Rico to be fully vaccinated against COVID-19, unless they have received an exception based on an approved request for a medical or religious reasonable accommodation. Therefore, all BMS applicants seeking a role located in the U.S. and Puerto Rico must confirm that they have already received or are willing to receive the full COVID-19 vaccination by their start date as a qualification of the role and condition of employment. This requirement is subject to state and local law restrictions and may not be applicable to employees working in certain jurisdictions such as Montana. This requirement is also subject to discussions with collective bargaining representatives in the U.S.

Our company is committed to ensuring that people with disabilities can excel through a transparent recruitment process, reasonable workplace adjustments and ongoing support in their roles. Applicants can request an approval of accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application or if you are applying to a role based in the U.S. or Puerto Rico and you believe that you are unable to receive a COVID-19 vaccine due to a medical condition or sincerely held religious belief, during or any part of the recruitment process, please direct your inquiries to . Visit to access our complete Equal Employment Opportunity statement.

BMS will consider for employment qualified applicants with arrest and conviction records, pursuant to applicable laws in your area.
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Keywords: Bristol Myers Squibb, Cambridge , Executive Assistant, Other , Cambridge, Massachusetts

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