Executive Assistant - Oral Product Development

Bristol-Myers Squibb; New Brunswick (NJ); On-site; USD 60,000 - 73,000; Full time

Benefits offered by this job

Health Coverage

Wellbeing Support

Financial Well-being and Protection

Paid Time Off

Job summary

Bristol Myers Squibb is seeking a Senior Administrative Associate to provide dedicated executive support to the Executive Director, Head of Oral Product Development (OPD). The role requires managing calendars, travel, budgets, and events to keep a fast-paced development organization running smoothly.

The on-site position in New Brunswick, NJ offers exposure to cross-functional collaboration across PD, QA, Regulatory, Clinical Pharmacology, and other partner functions.

Qualifications

• Associate’s degree required; Bachelor’s degree preferred (or equivalent experience); or 7+ years of experience with High school diploma/GED
• 2+ years in executive/administrative support or project coordination within complex teams (development, scientific, commercial, medical, or similar environments); corporate experience strongly preferred
• Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint); experience with expense/procurement tools (e.g., Concur, Ariba/SAP) and HR/process systems (e.g., Workday); experience with AI applications (e.g., Copilot, ChatGPT, Claude)
• Working knowledge of BMS company policies
• Strong interpersonal and stakeholder-management skills; exceptional organization and time management; vendor and budget process literacy; clear written and verbal communication; high attention to detail
• Ability to navigate a highly matrixed environment across levels, functions, and time zones with minimal direction
• Ability to work with limited supervision and manage multiple priorities simultaneously
• Demonstrated ability to handle confidential and sensitive information with discretion

Responsibilities

• Executive support to the Head of Oral Product Development
• Manage a complex calendar; schedule and prioritize meetings, resolve conflicts, and protect time against shifting priorities
• Arrange and manage complex domestic and international travel — flights, accommodations, and transportation — ensuring cost-effectiveness and adherence to Travel & Expense policy
• Coordinate travel bookings, receipts, and expense submissions (Concur) for the Executive Director
• Prepare and edit correspondence, presentations, reports, and pre-reads using the MS Office Suite; compile meeting materials (PowerPoint, Excel) and provide meeting summaries on request
• Anticipate the needs of the leader and the team, taking initiative to resolve issues proactively and autonomously
• Provide comprehensive support handling confidential and sensitive information with the highest level of integrity and discretion
• Schedule and coordinate meetings across the leadership and extended team; manage agendas, notes, and logistics
• Lead end-to-end logistics for team meetings, town halls, and offsite events — venue, catering, invitations, onsite support, and readiness planning; set up and support webinars
• Track and report on team budgets; process Statements of Work, Purchase Orders, invoices, and contract renewals, and partner with Finance on accurate reconciliation and reporting
• Coordinate Workday actions, headcount tracking, and access provisioning/deprovisioning; ensure structured day-one onboarding and clean offboarding for team members
• Maintain distribution lists, Microsoft Teams spaces, and SharePoint sites; ensure accurate storage and accessibility of team records
• Manage departmental files and mail
• Order and stock office and laboratory supplies and equipment
• Support project-based work by monitoring timelines, following up on action items, and organizing materials
• Coordinate broad support requests (e.g., IT, Facilities) and support guest/vendor visitor registrations with front desk
• Serve as a point of contact for internal and external stakeholders; nurture productive relationships with internal partners and external vendors
• Proactively identify opportunities to streamline processes, dashboards, and operational workflows
• Support special projects and time-bound initiatives as directed; occasional site travel may be required

Skills

Microsoft 365

Executive support

Calendar management

Budget management

Vendor management

Education

Associate's degree

Bachelor's degree preferred

Tools

Concur

Ariba/SAP

Workday

Job description

Bristol Myers Squibb is seeking a Senior Administrative Associate to provide dedicated executive support to the Executive Director, Head of Oral Product Development (OPD). The role requires managing calendars, travel, budgets, and events to keep a fast-paced development organization running smoothly.

The on-site position in New Brunswick, NJ offers exposure to cross-functional collaboration across PD, QA, Regulatory, Clinical Pharmacology, and other partner functions.