Administrative Assistant WW Hematology Marketing

Profile

Bristol-Myers Squibb is a global Biopharma company committed to a single mission: to discover, develop, and deliver innovative medicines focused on helping millions of patients around the world in disease areas such as oncology, cardiovascular, immunoscience and fibrosis.

Join us and make a difference. We hire the best people and provide them with a work environment that places a premium on diversity, integrity, collaboration and personal development. Through a culture of inclusion, we create a better, more productive work environment. We believe that the diverse experiences and perspectives of all our employees help to drive innovation and transformative business results.

Under the direction of management, the Assistant is responsible for general clerical and administrative support duties within Hematology, supporting both the Lymphoma and Hematology Strategy teams. He/she will exhibit a high-level of professionalism in all interactions both externally and internally and should have experience handling a vast range of administrative tasks with minimal supervision. He/she will work in fast paced high intensity environment. He/she should be capable of the utmost discretion with regards to confidential matters. Important characteristics for this position are attention to detail, assertive decision making, being proactive, resourceful, efficient, strong written and verbal communication skills, and strong follow up skills.

Responsibilities will include, but are not limited to, the following:

Provide personal and confidential administrative support for both Lymphoma and WW Hematology strategy teams, including day-to-day operations (telephone coverage, proper handling of all mail and fax documents, files, and maintain/order office supplies) as needed. Proactively manage staff calendars, complex meetings and domestic/international travel. This includes adjusting calendar as need to accommodate urgent meetings, helping to prioritize meeting attendance and coordinating appropriate delegates at meetings that cannot attend due to conflicts. Heavy calendar coordination requiring interaction with internal and external assistants, executives, and consultants to plan complex meetings. Organize and facilitate logistics and meeting planning for offsite and onsite meetings, including minutes as needed Coordination and management of domestic and international travel arrangements as well as itineraries when required Handle highly confidential information and draft/distribute agendas, communications, announcements and slides on behalf of the team Prepare and serve as communicator on initiatives and enhance the flow of communication Manage relationships with external international customers (esp. key opinion leaders) and represents team members internally and externally to key constituents. Provide administrative support with regards to individual projects as necessary Assist with department budget as needed. Support team events including budget creation, event program coordinating, travel and transportation, and scouting locations. Organize administrative systems to support department members including filing/records retention, management of SharePoint, and other systems/functions as needed. Liaising between team members for specific requests for projects, etc., with follow up to be sure requests are completed in a timely manner Coordination with other administrative assistants/coordinators as required and as back up support when requested. Support departmental office space planning and office moves as needed (working with Facilities in this process). Responsible for creation and management of contract requests when requested. Responsible for Purchase Order (PO) creation and follow-up, including invoices and payments. Initiates and tracks confidential disclosure agreements (CDAs). Responsible for submitting expense reports for team in a timely manner. Responsible for the organization and coordination of small to medium size meetings. This includes invitations, ground transportation, hotel confirmations, catering and meeting logistics and/or to oversee other staff or contractors for these tasks. Other duties related to the above with BMS, as assigned.

Skills/Knowledge Required:

Ability to handle Confidential information critical to this position. Excellent Outlook calendar management skills capable of handling complex executive meetings spanning multiple time zones. Profound understanding of Microsoft Office (strong in Outlook, PowerPoint, Word) and PC experience required; Microsoft SharePoint a plus. Familiarity with EndNote and Quosa desirable. Experience making complex travel arrangements and coordinating meeting agendas and itineraries for business trips. Must have excellent, concise communication skills (written and oral). Must be able to work independently with limited day-to-day supervision Must be able to coordinate others, projects etc. independently and to follow-through. Must have strong interpersonal skills, be a team player and be willing to work in an environment where individual initiative and accountability to the team are required. Must have strong social skills, incl. the ability to understanding and manage complex social situations Must have strong ability to take direction but also exercise judgment and independent thought. Must have flexibility with day-to-day workload and be able to handle changes to schedule with limited notice. The ability to work in a global network environment is a necessity, working knowledge of an additional language a plus. Bachelor’s degree preferred with a minimum 5-7 years experience in industry, preferably healthcare supporting senior level staff. Familiarity with virtual meeting solutions (Webex, Video Conferencing, Microsoft Link and other communication tools).

Outstanding organizational, project-management and analytical skills.

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.

Bristol-Myers Squibb is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Company info

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