Executive Associate - US Commercialization Learning

Overview

The US Commercialization Learning team is seeking a highly organized and service‑oriented Executive Associate to enable operational excellence across the US Commercialization Learning organization. The selected candidate will coordinate people, processes, vendors, budgets, and events that underpin a scalable, data‑driven learning operation. This role requires discretion, strong interpersonal skills, and a collaborative mindset to support the team’s mission of delivering impactful learning experiences across the US commercial organization.

• Track, analyze, and report on team budgets; process Statements of Work, Master Service Agreements, Purchase Orders, and contract renewals
• Collaborate with Finance to ensure accurate budget reconciliation and reporting
• Maintain budget dashboards and performance scorecards; support Compass planning cycles
• Coordinate training and deployment of relevant processes and tools across the team
• Schedule and coordinate meetings across the leadership and extended team, including 1:1s and leadership team meetings
• Manage agendas, meeting notes, and logistics; proactively resolve scheduling conflicts
• Set up and support webinars, town halls, and virtual collaboration sessions
• Lead end‑to‑end logistics for training programs and town hall events, including venue, catering, invitations, onsite support, and readiness planning
• Prepare and distribute attendee materials, handouts, and supporting documentation
• Coordinate Workday actions, headcount tracking, and access provisioning/deprovisioning for team members
• Ensure structured, day‑one onboarding experiences and clean offboarding processes for team members
• Maintain distribution lists, Microsoft Teams spaces, and SharePoint sites; ensure accurate storage and accessibility of team records and learning assets
• Nurture productive relationships with internal partners and external vendors
• Coordinate travel bookings, receipts, and expense submissions (Concur) for the Executive Director
• Support guest and vendor visitor registrations with front desk
• Draft team announcements, track awards and accomplishments, and manage the shared mailbox and team calendar
• Provide comprehensive support handling confidential information with the highest level of integrity and discretion
• Support special projects and time‑bound initiatives as directed
• Proactively identify opportunities to streamline processes, dashboards, and operational workflows

• Associate’s degree required;
  Bachelor’s degree preferred (or equivalent experience)
• 2+ years in project coordination or administrative support experience within complex teams (learning, commercial, medical, or similar environments)
• Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint); experience with expense management tools (e.g., Concur) and HR/process systems (e.g., Workday); experience with AI applications (e.g., Co‑Pilot, ChatGPT, Claude)
• Strong interpersonal and stakeholder management skills; exceptional organization and time management; vendor and budget process literacy; clear written and verbal communication; high attention to detail
• Ability to work with limited supervision and manage multiple priorities simultaneously
• Demonstrated ability to handle confidential and sensitive information with discretion

• Health Coverage:
  Medical, pharmacy, dental, and vision care.
• Wellbeing Support:
  Programs such as BMS Well‑Being Account, BMS Living Life Better, and Employee Assistance Programs.
• Financial Well‑being and Protection: 401(k) plan, short‑ and long‑term disability, life insurance, accident insurance, supplemental health insurance, business travel protection, personal liability protection, identity theft benefit, legal support, and survivor support.

BMS is dedicated to ensuring that people with disabilities can excel through a transparent recruitment process, reasonable workplace accommodations, and ongoing support in their roles. Applicants can request a reasonable workplace accommodation or adjustment prior to accepting a job offer. For more details, visit