Executive Assistant

5 months ago

Denham, United Kingdom Bristol Myers Squibb Full time

**Working with Us**
Challenging. Meaningful. Life-changing. Those aren’t words that are usually associated with a job. But working at Bristol Myers Squibb is anything but usual. Here, uniquely interesting work happens every day, in every department. From optimizing a production line to the latest breakthroughs in cell therapy, this is work that transforms the lives of patients, and the careers of those who do it. You’ll get the chance to grow and thrive through opportunities uncommon in scale and scope, alongside high-achieving teams rich in diversity. Take your career farther than you thought possible.

**Position Summary**

Responsibilities will include management of logistics for the Medical Director and Medical Leadership Team and support to the wider Medical Affairs department with processes and tasks.

**Key Responsibilities**:

- Executive Assistant responsibilities_
- Manages logistics for the Medical Director including calendar/meeting coordination, travel planning and expenses, correspondence and office administration, occasional help with personal logistics issues
- Support with logistics for Medical Leadership team including meeting bookings/coordination, travel planning for group meetings and minute taking at core meetings
- Team coordinator responsibilities_

Provision of administrative support to the Medical Affairs team to enable team to work effectively and efficiently, including:

- Management and execution of general and specific departmental processes and tasks as discussed with Manager (e.g. uploading and routing of documents in document management system)
- Management of UK/I Medical team calendar and coordination of team meetings and events, minute-taking may be required
- Management of contracts, processing of POs/invoices and vendor liaison
- Manage corporate giving and sponsorship processes and cross border interactions (tracking and Promomats upload)
- Monthly maintenance and enhancement of department and team organisation charts
- Coordination of team on-boarding, off-boarding and e-setups
- Management and/or active support of specific department projects (e.g. off site team meetings)
- Oversee systems and processes that support the UKI Medical organization including Logistics Service Provider (LSP) and iComply systems to ensure compliance with local ABPI Code requirements
- Manage teams Sharepoint/MS Teams or similar platforms
- Maintain mailing lists
- Managing department mail
- Active member of the admin community, including participation in Admin Forum and short-term cover for other team coordinators/admins. Act as a buddy to new admins/coordinators and assist with their on-boarding_
- Project Coordinator responsibilities_
- Close working with Medical Operations and Strategy team to aid execution of key projects in line with Core company policies and country codes

**Qualifications & Experience**
- Extensive experience in PA/EA or Team Coordinator role with significant examples of administrative experience supporting diverse teams at different levels in a business environment
- Possesses strong interpersonal skills in dealing with all levels of management, develops relationships within the organization and assists in goal achievement
- Experience in managing and prioritising conflicting work demands and projects during busy times in order to meet tight deadlines
- Positive work attitude and highly collaborative approach to working within a team
- Delivers high-quality outputs with attention to detail to ensure data/information accuracy and timelines
- Ability to learn and develop working knowledge of all key BMS systems and processes (currently: SAP, Concur, Promomats, Icertis)
- Confidence in using/learning new technologies and demonstrate willingness to train others
- Proactive approach in identifying opportunities for improvement and finding solutions
- Handles department and Company sensitive information with discretion to ensure confidentiality
- Work independently, sets priorities, uses good initiative, follow-up and focuses on details

LI-Hybrid

**Uniquely Interesting Work, Life-changing Careers**

**On-site Protocol**
Physical presence at the BMS worksite or physical presence in the field is a necessary job function of this role, which the Company deems critical to collaboration, innovation, productivity, employee well-being and engagement, and it enhances the Company culture.

BMS cares about your well-being and the well-being of our staff, customers, patients, and communities. As a result, the Company strongly recommends that all employees be fully vaccinated for Covid-19 and keep up to date with Covid-19 boosters.

BMS will consider for employment qualified applicants with arrest and conviction records, pursuant to applicable laws in your area.

Bristol Myers Squibb is Disability Confident - Committed

A UK Government scheme

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