The Executive Associate position provides administrative support to Executives, Directors and teams within Worldwide Medical Capabilities Markets organization (Market organization). This individual is expected to perform highly diverse administrative duties, which by nature of the position may involve high level contact and exposure to confidential information necessitating the use of tact, diplomacy, discretion and judgment. The candidate must have proven competencies in organization, prioritization, multi-tasking, communication skills, as well as the ability to remain poised and focused in a fast-paced working environment.
Responsibilities (include, but are not limited to):
General executive administrative support – provide executive level assistance to department executive/leader of WW Markets, including the US Medical Capability organization.
Correspondence management - collect, document, research, and analyze information; draft emails and documents as required with proper routing and proofreading
Communication management – maintain team and subject focused distribution lists; distribute or cascade messages on behalf of executive/department leader. Maintain file / data masters as well as up to date documents to ensure accurate files as well as support version control.
Phone and calendar management – proficiency in scheduling and prioritize meetings, resolve meeting conflicts, and facilitate change as needed. Provide subsequent follow up as requested by lead.
Travel & Expense (T&E) management - follows BMS T&E policies, assist on business travel arrangement, visa application and reconciliation of business expenses reports. Support lead in the initiation and execution of all require business travel as requested. Collect and consolidate final travel details to provide in formal portfolio.
Major department events/meetings management – Provide support, facilitate and as required, execute a variety of different events including, but not limited to governance meetings, international video conferences, SVP/VP meetings, matrix team meetings, department town halls and leadership team meetings; enable and monitor meeting readiness by assembling meeting materials, meeting venue technology testing, distribute pre-read materials and meeting minutes, meeting scribing, etc. Partner with Operations to ensure alignment on business needs, supporting successful execution.
Issue management - liaise issues to proper resolution, supporting teams related to technology equipment, software applications, facilities, etc.; this includes technology requirements of new team member’s equipment as required for onboarding, as well as off boarding per BMS’s process. Escalates urgent issues to management teams or individuals for expedited resolution.
Business operations support – Exhibits proficiently in filing system, purchase orders (POs), office supply orders, and otheradministration services (as required). Incumbent will be an expert and point of contact for WW Markets organization regarding MSA, Contracting, SOW, POs, invoicing, business travel, collaboration with Market teams for planning purposes, etc.
HR related support - partners with People Services to reconcile Workday changes, manage department headcount, and other HR related situations.
General WW Medical Capability Market department objectives and special project support - collaborates with other Executive Associates within WW Medical Capabilities as well as across the Matrix to plan and execute special events or projects; assists on ad hoc projects and manage unexpected situations within the WW Markets organization.
Maintains professional and technical knowledge by remaining current with BMS continuous learning modules.
High School degree; Junior College degree or BA degree desirable.
5-8 years administrative or executive level comparable experience; prior BMS and Executive Assistance experiencepreferred.
Proficiency with Microsoft Suite (Outlook, Word, Excel, PowerPoint). Working knowledge of BMS systems and processes strongly preferred.
Concur Travel & Expense (T&E), Ariba/SAP, RPM, SharePoint, eSetup, eTime, Workday, Room Scheduler experience strongly desired.
Demonstrated ability to prioritize, proactively work independently and collaboratively with other team members, administrative assistants, external partners, across organizational levels, functions, in the support of business needs,across different time-zones and during periods of heavy workload.
Ability to multi-task and adapt competing priorities quickly while remaining focused.
Successful candidate must be able to learn new tools and systems in an ever-evolving environment.
Exhibits a Growth Mindset work attitude; is passionate, self-motivated and adapts to a changing, fast paced environment.
Princeton , United States