Executive Assistant, Precision Medicine, Bioanalysis & Translational Sciences

Position Summary

The Executive Assistant provides comprehensive, proactive, and highly flexible administrative support to the Senior Leadership of Precision Medicine, Bioanalysis and Translational Sciences (PMBATS), and partners with the broader Translational Medicine (TM) administrative team to support the organization effectively. This role manages dynamic executive calendars, coordinates meetings across the group’s executives and external partners, and performs a variety of complex administrative and project-oriented duties that may involve multiple senior contacts, including R&D leadership.

Key Responsibilities

• Provide day-to-day administrative support to Senior Leadership of PMBATS, as well as support for individual projects as needed, accomplishing multiple complex tasks with minimal supervision.
• Manage dynamic calendars and timely scheduling so that meetings are prioritized according to project timelines; scan forward in calendar and email to identify and avoid conflicts; coordinate meetings across the group’s executives and external partners.
• Track the availability and absence of the Leadership (summer hours coverage, vacations, year-end coverage), and provide back-up support to TM administrative colleagues for planned and unplanned absences.
• Arrange domestic and international travel itineraries (including visas where required) to optimize efficiency, and coordinate congress attendance and keep track of attendance updates.
• Manage personal expenses in Concur for the leaders, including credit card/cash inquiries, receipt claims, and monthly reconciliation, ensuring compliance with travel and expense policies, Sarbanes-Oxley, Sunshine Act requirements, and BMS corporate policies.
• Prepare leaders for meetings by assembling meeting materials, assisting with PowerPoint presentations and document formatting, and coordinating pre-reads and preparatory meetings with key stakeholders.
• Conserve executive time by proactively reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and independently researching complex inquiries, responding or escalating with recommended solutions as appropriate.
• Schedule and organize events and other meetings for the group.
• Organize administrative systems to support department members, including OneDrive and SharePoint, filing and records retention, supply requisitions, management of access for staff inside and outside the department, and timely resolution of IT, systems, and facilities requests.
• Provide HR- and facilities-related support for the team, including interview organization, new hire processes, and onboarding (including updating the Staffing Database); create, edit, and track job requisitions in Workday.
• Support the team with budget change requests and study number requests (workstream owner).
• Partner proactively with matrix teams such as Finance, Operations, HRBP, and People Services to facilitate projects, tasks, and meetings.
• Maintain professional and technical knowledge by staying current with BMS continuous learning modules.

Qualifications & Experience

• Bachelor’s degree required; advanced degree or certification in administration or project management preferred.
• Minimum 5-7 years of executive-level administrative support, preferably in a research, academic, or scientific environment; prior BMS experience and prior Executive Associate/Executive Assistant experience strongly preferred.
• Executive Support & Prioritization: Proven ability to prioritize and multi-task, taking prompt action based on an understanding of departmental objectives and critical business needs, with expedited turnaround of high-priority work.
• Discretion & Judgment: Exhibits tact, diplomacy, and the highest level of integrity and ethics in handling confidential material and interacting with senior leaders, including R&D leadership and C-suite contacts.
• Collaboration & Interpersonal Skills: Strong team player who works independently and collaboratively with other administrative professionals and with internal and external partners across organizational levels.
• Ownership & Initiative: Anticipates needs and proactively solves problems; works effectively with limited day-to-day supervision and accountability to the team.
• Communication: Excellent written and verbal communication skills; fluent in English.
• Organization & Attention to Detail: Strong organizational and time management skills, with accuracy in scheduling, expense reporting, and documentation.
• Matrixed Support Experience: Experience supporting senior leadership in a matrixed or global organization, including supporting business needs across different time zones and during periods of heavy workload.
• Agility & Resilience: Learning agility and intellectual curiosity; able to learn new tools, systems, and processes in an ever-evolving environment while remaining poised, positive, and productive in a fast-paced setting with an enterprise mindset.
• Tools & Systems Proficiency: Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), SharePoint, OneDrive, and virtual collaboration tools; working knowledge of Concur Travel and T&E (or related systems), Ariba/SAP, Workday, eSetup, eTime, and conference room scheduling tools.