Executive Administrative Assistant

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 searching for an experienced Executive Administrative Assistant to join our team in Manati, PR. As our Executive Administrative Assistant, you will perform a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the site as the administrative support to the VP, IMQ Internal Bio/Sterile DP as well as to the Executive Director, IMQ Bio/Sterile Compliance Head. You will also provide some administrative support to the Sustainable Compliance Plan team and the Internal Bio/Sterile DP quality organization.

Duties and Responsibilities:
  • Creates and maintains effective workflow and communications to accomplish the work of the VP and the Executive Director of Bio/Sterile DP office which includes the handling of a variety of projects and tasks simultaneously.
    • Manages the VP and the Executive Directors Calendar, prioritizing appointments.
    • Responds to phone, email and in person enquiries providing general information and referring enquiries to appropriate sources based on a broad knowledge of site priorities, procedures, protocols and personnel.
    • Schedules, plans and coordinates meetings including making presentations, planning agendas, booking rooms, developing or collating presentation materials, reviewing minutes and next steps, as well as developing action items.
    • Develops and plans major communication activities with site employees as well as IMQ Bio/Sterile Quality Organization, including Town Hall meetings and special events.
    • Attends VP and the Executive Director Staff Meetings, prepares and distributes the Agenda, follows up to direct reports for meeting’s presentations and reviews Action Items and Next Steps.
    • Translates different communications from GQ Corporate to Spanish language for distribution within our organization
    • Schedules monthly 1:1’s for the VP and the Executive Directors key talents, managers, 3rd parties, etc., or as requested.
    • Develop and Monitor our IMQ Bio/Sterile Quality vacation schedule
    • Completes special projects as assigned by the VP and the Executive Director
    • Facilitates communication among management levels on matters related to the business operational needs.
    • Reconciles AMEX PCard charges related to the Administration (VP & ED) office expenses on a monthly basis.
    • Support VP, Internal and External Quality Mfg..
  • Provides administrative support for travel arrangements as required for the VP and the Executive Director, and IQM Quality Bio/Sterile DP members, including booking flights, hotel accommodation, car rental and providing directions and; completes and submits expense reports for the VP and the Executive Director for submission to Finance, as per expenditure guidelines/policies.
  • Provides support during Budget Season, to Controller and Finance Department.
  • Maintains an effective filing system for correspondence and documentation that require proper protection for Company proprietary and confidential information and; reviews and distributes incoming correspondence, as well as manages all outgoing correspondence, including FEDEX packages.
  • Composes non-routine correspondence for mass mailer distribution.
  • Receives letters, calls, etc. regarding the Community Outreach Program, sends the Donations link and replies in writing as needed.
  • Attends Safety monthly meeting, Safety Talk and participates in Facilities Safety Self Assessments.


Role Requirements:
  • Bachelor’s degree in Secretarial Sciences
  • Five (5) years of experience at the executive level.
  • Two years' minimum experience within the pharmaceutical/biotech/biosterile industry.
  • Good typing and notetaking skills.
  • Strong knowledge of software packages such as MS Suite, Word, Excel, Power Point, Teams, etc
  • Self-starter, strong problem-solving, decision making and interpersonal skills.
  • A high degree of diplomacy and tact is required to deal with visitors, telephone requests and plant/office personnel in a pressure environment.
  • High sense of responsibility, persistence and confidentiality with strong planning and organizing skills.
  • Excellent oral and written communication skills in both English and Spanish.

BMSBL

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.

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 any part of the recruitment process direct your inquiries to adastaffingsupport@bms.com. Visit careers.bms.com/eeo-accessibility to access our complete Equal Employment Opportunity statement.

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