EXECUTIVE ASSOCIATE JOB DESCRIPTION

An Executive Associate who loses visibility into a senior leader's calendar and commitments can stall cross-functional decisions that affect patient-facing timelines. This role owns the operational infrastructure of the executive office - calendar integrity, T&E policy compliance, SOW submissions, and high-stakes event coordination across global franchise and medical affairs teams. It sits at the center of how pharma leadership functions day to day. The role demands the judgment to act independently on behalf of directors and VPs while keeping every moving part - from Board-level meeting preparation to contractor onboarding - running without interruption.

As the Executive Associate, you ensure that senior pharma leaders can focus on pipeline and patient advocacy priorities by owning the full operational cadence of their offices, from T&E reconciliation to external event coordination. You support one or more executives within a global pharmaceutical organization, working across matrix teams, time zones, and organizational levels to keep leadership prepared, informed, and on schedule.

Career Impact: Supporting VP- and director-level leaders in a global pharmaceutical environment builds the discretion, judgment, and organizational authority that distinguish senior executive support professionals in the life sciences market.

Business Impact: When patient advocacy meetings, franchise operations reviews, and cross-functional leadership forums run on time and with the right materials, the clinical and commercial teams they serve make faster, better-informed decisions.

Growth Opportunity: Exposure to SOW processes, global franchise operations, and patient advocacy functions positions an Executive Associate to move into chief of staff, operations management, or program coordination roles within pharma.

Company Value: Bristol-Myers Squibb and comparable life sciences employers offer a wide variety of competitive benefits and programs designed to support employees' goals both at work and in their personal lives.

• Manage executive calendars proactively, resolving scheduling conflicts and ensuring meeting priorities align with franchise and medical affairs objectives.
• Coordinate domestic and international travel arrangements in compliance with T&E policies, including monthly expense reconciliation.
• Prepare and submit SOWs, HR coordination requests, and administrative actions on behalf of senior leaders and their teams.
• Assemble meeting materials, pre-reads, and presentation support to ensure executive preparedness for internal and external engagements.
• Plan and execute high-profile internal and external events including patient forums, patient awareness events, and large conferences.
• Serve as the sole expert point of contact for a specialized administrative function supporting all Operations employees.
• Monitor team deadlines, performance connection cycles, and administrative milestones to keep leadership and staff informed.
• Liaise with matrix team members and external advocacy organizations with tact, diplomacy, and sound judgment.

• Bachelor's degree in Business Administration, Health Administration, or a related field, or equivalent work experience.
• 7 or more years of executive administrative or comparable experience, with demonstrated support of director-level or above leadership.
• Demonstrated ability to manage confidential information with discretion, sound judgment, and personal integrity.
• Strong organizational skills with close attention to detail, follow-through on commitments, and the ability to balance competing priorities under tight deadlines.
• Proficiency with enterprise productivity suites including word processing, spreadsheet, presentation, and email and calendar management applications.
• Proven ability to work independently across organizational levels, functions, and time zones with minimal supervision.
• Strong written and verbal communication skills, with the ability to represent executives professionally in internal and external settings.
• Experience with T&E compliance systems and corporate procurement or HR administrative processes.

• Prior experience in a pharmaceutical, life sciences, or patient advocacy environment, including familiarity with commercial and medical operations structures.
• Experience supporting multiple senior leaders simultaneously within a global matrix organization.
• Demonstrated track record of mentoring or coordinating other administrative professionals to raise team performance standards.
• Proficiency with travel booking, expense reconciliation, and procurement platforms used in large enterprise environments.

• Calendar accuracy rate, measured by percentage of scheduling conflicts caught and resolved before they affect leadership.
• T&E compliance rate, reflecting timely and policy-adherent submission of monthly expense reconciliations.
• Meeting preparedness score, based on on-time delivery of complete pre-reads and materials for executive engagements.
• Event execution rate, tracking percentage of patient forums and large conferences delivered on schedule and within scope.
• SOW and procurement processing time, measuring turnaround from submission to approval for administrative actions.
• Typical tools: calendar and email management (commonly Outlook or equivalent enterprise suite); expense and travel platforms (commonly Concur); ERP and procurement systems (commonly Ariba/SAP or Workday).

• Base Salary Range: $75,000 to $105,000 annually, depending on experience and location.
• Bonus: Annual performance bonus, typically 5% to 10% of base salary.
• Equity: Not standard at this level; may be offered at larger enterprise employers.
• Health Benefits: Medical, dental, and vision coverage; FSA or HSA options typically available.
• PTO: 15 to 20 days annually, plus company holidays and sick leave.
• Common Perks: Professional development stipend, employee assistance program, flexible work arrangements.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Candidates for this position are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the application and employment process - please contact HR to request one. Offers of employment are contingent upon successful completion of a background screening. All applicants must be authorized to work in the United States; visa sponsorship is not available for this position.

The Executive Associate delivers comprehensive administrative support to senior executive leaders and their teams, managing calendars, travel, correspondence, and a specialized administrative function for all Operations employees. Serving as an extension of the executive office within BMS, this role operates with a high degree of independence to ensure smooth day-to-day operations and enable leadership to focus on business priorities.

Key Responsibilities

• Manage departmental status reporting and update SharePoint sites and other tracking documents.
• Leverage administrative support across the organization to work as an integrated team and raise the bar for administrative staff.
• Address correspondence, manage calendars, schedule meetings and events, make travel arrangements, maintain departmental records, and onboard and offboard contractors and employees.
• Proactively review schedules, anticipate conflicts and issues, and take appropriate steps to produce desired outcomes.
• Maintain and organize office operations including filing systems, expense reports, and other administration services.
• Prioritize activities and take prompt action based on departmental objectives and business needs.
• Adhere to T&E policies, including booking travel and monthly reconciliation of business expenses.
• Ensure manager preparedness for meetings by assembling materials and pre-reads.
• Prioritize and complete support requests in a timely manner including IT, systems, and facilities issues.
• Research complex inquiries and respond or escalate with recommended solutions.
• Maintain professional knowledge by remaining current with BMS continuous learning modules.
• Serve as expert and sole point of contact for a specialized administrative function for all Operations employees.

Required Qualifications

• Prior BMS and Executive Associate experience preferred.
• 8 years of administrative or comparable experience.
• Knowledge of BMS systems and processes strongly preferred.
• Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint).
• Experience with Concur Travel and T&E, Ariba/SAP, SharePoint, eSetup, eTime, Workday, and Room Scheduler strongly desired.
• Strong organizational skills with close attention to detail, follow-up, and ability to balance priorities and resources.
• Maintains a positive attitude and high level of productivity; adaptable to change.
• Ability to work proactively and independently as well as collaboratively across organizational levels, functions, and time zones.
• Ability to multi-task, adapt to competing priorities, and work effectively under pressure to meet deadlines.
• Proven track record of collaboration with administrative assistants to ensure business needs and goals are met.
• Able to learn new tools and systems in an ever-evolving environment.

Embedded within the Corporate Office, the Executive Associate delivers confidential administrative support to the CEO, COO, and Executive Leadership Team, managing schedules, correspondence, recruitment coordination, and board-level documentation. Working closely with Executive and Clinical Leaders and support staff across the organization, this role professionally represents the corporate office and ensures priorities and workflow are balanced across all levels.

Core Functions

• Provide confidential administrative support to the CEO, COO, and Executive Leadership in a professional manner.
• Manage appointment schedules and time commitments for the CEO and COO, resolve conflicts, and handle contact management.
• Support the CEO and COO through managing correspondence and tasks between the corporate office, staff, clinics, Medical Directors, Board of Directors, and stakeholders.
• Design and maintain filing and distribution systems for records, confidential information, corporate documents, and shareholder listings.
• Prepare correspondence, agendas, policy manuals, spreadsheets, presentations, and accreditation documents accurately and on time.
• Coordinate meetings including agendas, attendee notifications, background materials, and summary documents; support logistics and attend meetings, board meetings, retreats, and events as required.
• Coordinate travel, accommodation arrangements, and develop and update company communication tools including newsletters, Intranet, fact sheets, and other collateral.
• Participate in project teams, provide project coordination, and support coordination and editing of communication reports, newsletters, and website content.
• Gather Good News stories from stakeholders for internal and external communications.
• Support staff recruitment through managing careers email accounts, posting ads, and pre-screening resumes.
• Support reporting to governing agencies and support physician privileges.

Education & Experience

• Post-secondary education in Business Administration, Health Administration, or a related field.
• Five years of related experience, preferably in a health care environment.
• Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• High degree of personal integrity with utmost discretion and confidentiality.
• Strong interpersonal and relationship-building skills with the ability to work well within a team.
• Excellent oral and written communication skills with the ability to convey information accurately and clearly.
• Strong time management, organizational skills, high attention to detail, and exceptional quality standards.
• Highly resourceful, self-directed, and able to problem-solve with a positive attitude and strong work ethic.

Reporting to an executive director at Bristol-Myers Squibb, the Executive Associate shapes the smooth operation of the Patient Advocacy team by managing calendars, coordinating patient forums and large-scale conferences, and facilitating high-level contacts with external advocacy organizations. Partnering with four directors and cross-functional stakeholders, this role enables the team to meet internal deadlines and advance patient advocacy priorities across the organization.

Primary Duties

• Support one executive director and four directors with administrative activities and internal and external event planning.
• Manage and maintain calendars, respond to calls, coordinate travel, manage meetings, and process expense reports.
• Plan patient forums, patient awareness events, and large conferences.
• Manage all internal Patient Advocacy Team Meetings including calendar dates, agenda development, slide creation, note taking, and action items.
• Ensure the team is informed of all internal deadlines including performance connections and other administrative requirements.
• Facilitate high-level contacts with external advocacy organizations using tact, diplomacy, discretion, and sound judgment.

Qualifications & Experience

• High School diploma or equivalent; Associate's Degree is a plus.
• 7 to 10 years of administrative or related experience preferred.
• Knowledge of US Patient Advocacy Organizations; knowledge of US Commercial and Medical Operations and BMS procedures preferred.
• Strong working knowledge of Outlook, Concur, Workday, SAP, Ariba, Microsoft Word, Excel, PowerPoint, and MS Teams.
• Positive and proactive team player with strong administrative capabilities and ability to interface across organizational levels and external organizations.
• Ability to take initiative with little direction and highly developed skills in prioritizing, multitasking, and handling confidential information.
• Strong attention to detail, superior follow-up skills, and excellent written and verbal communication skills.
• Occasional travel may be required.

Sitting at the intersection of executive administration and international operations, the Executive Associate owns proactive calendar management, domestic and international travel, expense reporting, and SOW submissions in support of the Head of WW Franchise Operations and team members. Operating across matrix teams and organizational levels, this role enables informed decision-making and uninterrupted workflow by anticipating issues, building contingency plans, and handling sensitive information with discretion.

Duties

• Perform highly diverse and complex administrative functions including proactive calendar management, domestic and international travel, expense reports, HR coordination, and SOW submissions.
• Anticipate needs of manager and team, and take appropriate steps to produce desired outcomes with accuracy and efficiency to meet all deadlines.
• Interface professionally with senior executives and matrix team members, handling confidential information with discretion and excellent judgment.
• Anticipate key issues, implement action plans based on changing priorities, and adapt quickly when course correction is needed.
• Exhibit a positive work attitude, high productivity, and a collaborative approach across an international environment.
• Prioritize activities based on departmental objectives, customer needs, and BMS business strategies.
• Anticipate and create contingency plans to address possible problems and roadblocks.

Skills & Qualifications

• High School diploma; some college preferred.
• Significant experience with BMS platforms including Workday, Ariba, and SAP required; experience acting as lead to administrative assistants and working with international teams desirable.
• In-depth knowledge of company internal systems, policies, and procedures.
• Proficient in Microsoft Office, Outlook, Concur, Purchasing systems, SharePoint, and Workday.
• Strong interpersonal and communication skills including excellent verbal and written abilities; ability to take initiative and adapt to frequently changing priorities.
• Proven ability to handle sensitive information with confidentiality, discretion, and good judgment; proven experience mentoring other administrative professionals.
• Strong independent thinking with ability to analyze and solve complex problems, provide high-quality work with attention to detail, and guide projects to successful conclusions.

A key member of the Office of the Chief Scientist at DDCC, the Executive Associate leads office management and administrative support functions, overseeing complex correspondence, high-level meeting logistics, and the coordination of HR, procurement, and finance actions in FAO systems. Collaborating across internal units and with external partners and senior managers worldwide, this role ensures the quality and continuity of operations that enable the Chief Scientist's office to function at the highest standard.

Accountabilities

• Analyse, manage, and monitor large volumes of complex correspondence and documentation of a confidential and sensitive nature, ensuring appropriate routing, accuracy, and timeliness.
• Serve as reference point for office duties, draft correspondence, answer substantive questions, and provide advice on procedural and administrative requirements.
• Conduct extensive research and prepare briefing materials for the supervisor, selecting and presenting information from various sources.
• Manage the supervisor's calendar, schedule appointments and meetings, arrange travel and visits, and receive visitors.
• Liaise with FAO staff to ensure timely submission of inputs to publications and reports; review and edit documents in accordance with standard practice.
• Serve as contact between the supervisor and senior staff, convey directives and updates, and bring sensitive matters to the supervisor's attention.
• Coordinate logistics for high-level meetings including preparation, delivery, and follow-up with internal and external partners; draft briefing materials for the supervisor.
• Coordinate, monitor, and process administrative actions including HR, contracts, procurement, accounting, and finance in FAO systems.
• Provide expert guidance to staff on administrative issues; train and coordinate other office support staff.
• Review systems and processes to ensure they meet work stream needs and formulate proposals for improvements.

Experience & Qualifications

• Secondary School Education.
• Six years of experience in office and management support work.
• Excellent knowledge of communication and documentation standards, organizational structure, administrative procedures, policies, and matters of protocol; excellent knowledge of corporate computerized systems and administrative procedures.
• Analytical skills with ability to manage large volumes of complex and diversified correspondence of a confidential nature; extensive experience managing a front office including guidance, mentoring, and supervision of junior General Service staff.
• Very good knowledge of MS Office, internet, and office technology equipment; excellent knowledge of virtual platforms such as Zoom and Microsoft Teams, and digital network and cloud services.
• Excellent knowledge of electronic calendar management and management of large meetings, webinars, and seminars.
• Tact, courtesy, and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds.
• Working knowledge (proficient – level C) of English and either French or Spanish.
• Working knowledge of a third FAO official language an asset.

Sustained audience growth and brand affinity depend on the Executive Associate, who builds and manages the content pipeline for an OTT media platform from pitch through final delivery, evaluating incoming material and coordinating across Content Ops, Marketing, PR, Legal, and Product. Based within the creative team and reporting to the Content Editor, this role enables the organization to identify new storytelling formats, foster relationships with producing partners, and maintain on-schedule title delivery.

Role Responsibilities

• Carry projects from a creative perspective from pitch and development through to final delivery.
• Work closely with the Editor and external creative team to develop projects and assess long-term viability.
• Track and evaluate all incoming material including pitches, spec scripts, and books, and provide recommendations for live-action and animation.
• Manage the process and flow of content submissions and interface with prospective content partners.
• Act as liaison with departments including Content Ops, Marketing, PR, Legal, and Product to coordinate information sharing and address incoming requests.
• Track title schedules and key dates for delivery, payments, start dates, and options.
• Conduct market and competitive research and maintain flexibility to take on additional projects as necessary.
• Increase team operational efficiency and champion creative partners through the production process.
• Identify new formats and technologies that advance storytelling.

Requirements

• 8–10 years of experience in content creation or curation in traditional or digital media.
• Experience in long-form narrative with the ability to see a project from start to end.
• Understanding of production processes, timelines, and commitment to on-time delivery.
• Passion for scripted storytelling with curiosity and a strong display of initiative.
• Strong people skills, humility, and ability to collaboratively work with creative teams.
• Attention to detail and a solution-oriented approach to work.

As the Executive Associate, this role leads Membership department operations and community initiatives for the Amon G. Carter Downtown YMCA, directing staff and volunteers, managing operating budgets, and overseeing diversity, inclusion, and annual campaign goals. The YMCA relies on this work to build authentic community relationships, expand programs and services, and ensure facilities and operations meet the highest standards of safety and regulatory compliance.

Strategic Responsibilities

• Develop and direct high-quality member engagement strategies and programs supporting branch and Association goals.
• Direct branch marketing and communication efforts as needed.
• Recruit, hire, train, develop, and direct employees and volunteers; review and evaluate staff performance and develop strategies to motivate staff.
• Develop, manage, and monitor assigned operating budgets to meet or exceed targets; recommend adjustments and submit reports on current operations.
• Work with diversity and inclusion initiatives to ensure "For All" in communities and staffing.
• Establish plans for the expansion of programs and services in alignment with overall YMCA objectives and leadership team.
• Represent and promote the YMCA in the local community and develop positive working relationships with organizations, businesses, and governmental entities.
• Provide staff support for assigned committees and leadership for the annual support campaign.
• Ensure maintenance of facilities and properties to meet high standards of safety, cleanliness, and regulatory compliance.
• Serve as a member of YMCA management and support overall organizational objectives.

Education & Experience

• Bachelor's degree in a related field or equivalent work experience.
• YMCA Team Leader or Multi-team/Branch Leader certification preferred; CPR and First Aid certifications may be required.
• Four or more years of program management experience, preferably in a YMCA or nonprofit agency.
• Proven track record in building authentic relationships and establishing collaborations with community organizations.
• Ability to direct programs through staff and volunteers, develop and monitor budgets, and lead marketing and fundraising efforts with enthusiasm.
• Ability to connect and relate with diverse groups across all levels of the organization.
• High energy, positive attitude, flexibility, teamwork, attention to detail, and high degree of initiative.
• Bilingual English/Spanish a plus.

Executive Associate owns diverse administrative and project-focused support for the WW Medical Immunology and Fibrosis team at BMS, covering calendar management, travel coordination, expense reconciliation, and high-profile event oversight. The work directly supports senior leadership by ensuring meeting preparedness, maintaining office operations, and enabling the team to function effectively across time zones and periods of peak demand.

What You'll Do

• Support multiple individuals simultaneously, manage priorities, and deliver with appropriate timeliness.
• Manage phones and calendars to ensure meetings are prioritized and scheduled with appropriate urgency.
• Maintain and organize office operations including filing systems, expense reports, supply requisitions, and other administration services.
• Prioritize activities and act based on departmental objectives and business needs.
• Arrange travel while adhering to T&E policies and conduct monthly reconciliation of business expenses.
• Ensure manager preparedness for meetings by assembling materials, assisting with presentations, and coordinating technical support.
• Support business needs across different time zones and during periods of heavy workload.
• Maintain a positive attitude, high productivity, and adaptability to change.
• Proactively manage high-profile internal and external events and initiatives.

Background & Experience

• High School degree; some college or degree desirable.
• 8 years of administrative or comparable experience.
• Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint); knowledge of BMS systems and processes a plus.
• Working knowledge of Concur Travel and T&E, Ariba/SAP, SharePoint, Workday, and Room Scheduler strongly desired.
• Strong organizational skills, attention to detail, and follow-through on commitments while balancing priorities and resources.
• Demonstrated ability to work proactively and independently as well as collaboratively across organizational levels and functions.
• Proven track record of collaboration with other administrative assistants to ensure business needs and goals are met.
• Ability to multi-task, adapt to competing priorities, and work effectively under pressure to meet deadlines.
• Strong interpersonal skills and diplomacy across all levels of management.

The Executive Associate owns the production and accuracy of PR industry editorial content and database management for Telum, researching and filing articles for the news site and newsletters while building a network of industry intelligence sources. Serving the broader content and client engagement team, this role supports ACV growth by ensuring PR data integrity, contributing to client training sessions, and representing Telum professionally at meetings and events.

Day-to-Day Responsibilities

• Work at a high standard with minimal errors in accordance with Telum's Style Guide and technical requirements.
• Manage and maintain all PR data to timely and professional standards and constantly look for opportunities to enrich Telum with PR industry information via proven sources.
• Research, write, and file content for publication on the news site and newsletters, ensuring the database is accurately updated prior to publishing.
• Identify and contribute to long-form content to support audience engagement and readership growth.
• Support the team's PR engagement strategy, stay informed on the latest industry news, and show commercial awareness in interpreting team reports.
• Prepare for meetings, professionally represent Telum, and develop industry knowledge and a network of intelligence sources; shadow colleagues and develop confidence for one-to-one and group client meetings.
• Develop proficiency in hosting remote and in-office client training sessions and support preparation and running of Telum events.
• Support project implementation and team targets in line with client and sales goals.
• Demonstrate professionalism in prioritizing and managing personal and team tasks to ensure on-time completion.

Professional Experience

• Degree educated or equivalent experience.
• Excellent written English and strong research skills.
• Computer literate with good knowledge of MS Office and the internet.
• Excellent organizational abilities, great attention to detail, and a results-driven approach.
• Proven ability to work to deadlines under pressure with a self-motivated and team-oriented attitude.
• Enthusiastic about maintaining standards with an optimistic and energetic approach.
• Strong communication skills.

Reporting to the Learning and Development team within a professional services environment, the Executive Associate shapes the development lifecycle of digital and instructor-led course assets for Finance and Accounting professionals, from storyboard updates through LMS launch. Working closely with development vendors, LMS administrators, and internal stakeholders, this role ensures courses meet CPE compliance standards and are delivered accurately and on schedule.

Scope of Work

• Coordinate and track development activities for digital and instructor-led course assets for Finance and Accounting professionals.
• Participate in the development of client-facing digital self-study courses including webcast conversions, storyboard updates, learning objective reviews, and alpha and beta reviews.
• Project manage course development tasks to ensure all lifecycle steps are executed in a timely manner.
• Coordinate the quality assurance process for new or updated courses.
• Collaborate with development vendors and LMS administrators to ensure courses are properly built and launched.
• Contribute to the documentation of course development activities according to department standards.

Minimum Qualifications

• Bachelor's degree from an accredited college or university, preferably in an L&D-related field.
• Minimum one year of experience in Learning & Development, preferably within a professional services environment.
• Knowledge of adult learning principles, instructional design, and digital learning asset production preferred; awareness of technical accounting or financial reporting is a plus.
• Strong writing skills with the ability to write clearly, concisely, and understandably.
• Keen attention to detail with project management experience a plus.
• Ability to work well within a matrixed environment.
• Must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.

Reporting to the Company Secretary, the Executive Associate builds and maintains complete corporate records and registers, drafts board packs, minutes, and compliance reports, and coordinates meetings across jurisdictions for client companies. Partnering with directors and cross-border counterparts, this role enables client organizations to meet governance obligations and regulatory requirements with accuracy and within tight deadlines.

Work Activities

• Organise Board, committee, shareholder, and other meetings including preparation of notices, agendas, memos, and reports.
• Attend meetings, draft minutes and resolutions under the supervision of the Company Secretary, and circulate records on a timely basis.
• Maintain complete and quality company records and registers both physically and on dedicated software and platforms.
• Liaise with other jurisdictions on assigned tasks and drive them to completion.
• Assist in drafting compliance reports including Corporate Governance reports as required.
• Prepare high-quality Board packs and deliver within tight deadlines.
• Maintain action lists from meetings and coordinate completion of action points.
• Carry out all corporate secretarial duties on a day-to-day basis.
• Provide periodic assistance within the CoE team including Financial Statements preparation and other regulatory and compliance work.

Knowledge Skills & Abilities

• 1–3 years of working experience.
• Partly or fully qualified professional qualification (ICSA an advantage; ACCA; ACA).
• Exposure to financial statements preparation and compliance and regulatory tasks.
• Excellent IT skills and excellent spoken and written English.
• Strong eye for detail; well organised with the ability to work within tight deadlines.
• Motivated, driven team player with ability to report to directors when needed.