Executive Assistant
Bristol Myers Squibb
Summary
RayzeBio is seeking a motivated, detail-oriented Executive Assistant to support the C-suite and other senior management in the Indianapolis office. This position requires someone who is responsive, flexible, and adaptable, with sound judgment and the discretion to handle sensitive information. In addition to providing high-level executive support, the Executive Assistant will oversee general office functions such as greeting visitors, ordering supplies, coordinating catering, and other administrative support as assigned.
Job description
Job Responsibilities
Executive Support
- Provide administrative support across multiple business functions to the C-suite and senior management team based in Indianapolis.
- Manage calendars and schedule meetings, calls, and appointments for executives, prioritizing competing demands.
- Arrange domestic and international travel, including itineraries, accommodations, and ground transportation.
- Prepare, submit, and track expense reports.
- Prepare presentations, board materials, and meeting agendas, and take and distribute meeting minutes.
- Screen and prioritize incoming executive communications, serving as a point of contact for internal and external stakeholders.
- Handle confidential and non-routine information with discretion, and facilitate team communication.
Meetings and Events
- Coordinate logistics for on- and off-site internal and external meetings and conferences.
- Coordinate logistics for weekly lunches, including room setup, catering, and clean-up.
Office Operations
- Oversee general office functions, including office and breakroom supplies, visitor reception area, and common areas.
- Use AI tools to enhance individual productivity and quality of work
- Order and stock office supply areas using the company's purchasing system.
- Welcome visitors and direct them to the relevant office or personnel.
- Receive, distribute, and manage incoming and outgoing USPS mail.
- Maintain and operate office equipment, such as copiers, projectors, and meeting room equipment.
Records Management
- Organize and maintain physical and virtual files and company records.
Education and Experience
- High school diploma or equivalent; Associate's degree a plus.
- Past administrative experience or tenure in an office setting a plus.
- Previous experience in a start-up company preferred, especially biotech industry experience.
Skills and Qualifications
- Strong organizational skills, with the ability to multi-task and handle pressure well.
- Ensures deadlines are met and adapts to changing priorities.
- Ability to think through a project and execute independently from beginning to end.
- Fully proficient in MS Office (Outlook, Word, PowerPoint, Excel, and Teams) and video conferencing.
- Warm personality with strong written and verbal communication skills.
- Professional presence and demeanor when representing the company to visitors, partners, and executives.
- Excellent professional ethics, integrity, and ability to maintain confidential information.
Requirements
- High school diploma or equivalent
- Strong organizational skills
- Ability to multi-task and handle pressure well
- Ensures deadlines are met and adapts to changing priorities
- Ability to think through a project and execute independently from beginning to end
- Fully proficient in MS Office (Outlook, Word, PowerPoint, Excel, and Teams) and video conferencing
- Strong written and verbal communication skills
- Professional presence and demeanor
- Excellent professional ethics, integrity, and ability to maintain confidential information
Benefits
- Wellbeing Support
- Retirement Benefits
- Financial Protection Benefits
- Medical, Dental & Vision
- Life & Disability Insurance
- Flexible Time Off
- 11 Paid Company Holidays
- Paid Sick Leave
- Paid Volunteer Days
- Summer Hours Flexibility
- Leaves of Absence
- Annual Global Shutdown
Company overview
Bristol Myers Squibb is a global biopharmaceutical company dedicated to discovering, developing, and delivering innovative medicines that help patients prevail over serious diseases. Founded in 1887 and headquartered in Princeton, New Jersey, the company operates with a unique BioPharma strategy that combines the reach and resources of a major pharmaceutical company with the entrepreneurial spirit and agility of a biotech firm. BMS focuses on transformative therapies in key therapeutic areas including oncology, hematology, immunology, cardiovascular disease, and fibrosis. The company has built a sustainable pipeline of potential therapies and leverages translational medicine and data analytics to deliver the right medicine to the right patient at the right time. With over 10,000 employees worldwide, Bristol Myers Squibb maintains a strong commitment to scientific excellence, patient-centric innovation, and global health equity through its foundation. The company's portfolio includes groundbreaking treatments such as Opdivo (nivolumab) for cancer, Eliquis (apixaban) for cardiovascular conditions, and Orencia (abatacept) for autoimmune diseases, among others.