Overview
Administrative Support Jobs in San Diego, CA at ADC Management Services
Working with Us
Challenging. Meaningful. Life-changing. Those aren’t words that are usually associated with a job. But working at Bristol Myers Squibb is anything but usual. Here, uniquely interesting work happens every day, in every department. From optimizing a production line to the latest breakthroughs in cell therapy, this is work that transforms the lives of patients, and the careers of those who do it. You’ll get the chance to grow and thrive through opportunities uncommon in scale and scope, alongside high-achieving teams. Take your career farther than you thought possible.
Bristol Myers Squibb recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal lives. Read more: careers.bms.com/working-with-us .
We are seeking a highly organized, proactive, and professional Executive Assistant to provide high-level administrative support to the Chief Medical Officer (CMO). This role requires exceptional organizational and communication skills, strong attention to detail, and the ability to manage confidential information with discretion. This role requires understanding of biotech and corporate structures and roles across the organization. The ideal candidate will thrive in a fast-paced environment and demonstrate the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Job Responsibilities
Essential duties and responsibilities as EA to CMO include the following . Other duties may be assigned.
Manage calendar, schedule appointments, coordinate meetings (onsite, virtual, and offsite), and handle travel arrangements.
Prepare agendas, attend meetings as requested , take minutes, track action items, and ensure timely follow-up.
Serve as the point of contact between the CMO and/or LT member and internal/external stakeholders; manage correspondence, calls, and emails professionally and efficiently.
Draft, proofread, edit internal and external communications, presentations, reports, and briefing materials.
Assist with cross-functional projects involving Medical Affairs, Clinical Development, Regulatory, and other departments as needed.
Handle highly sensitive information and maintain the utmost discretion and confidentiality.
Organize logistics for conferences, advisory boards, scientific meetings, and internal events.
Manage and reconcile expense reports and procurement requests.
Act as a liaison between the CMO and other executives, board members, and key stakeholders.
Collaborate with fellow Executive Assistants to ensure seamless backup support for LT; including but not limited to travel arrangements, expense reports, etc.
Office Management duties and responsibilities :
Greet and assist visitors with professionalism, while directing them to appropriate office/personnel .
Support a clean, efficient, and welcoming workplace
Manage and maintain office and kitchen supply inventories , and c oordinate and manage weekly team lunches
Support the planning and execution of company events.
Provide reliable backup support for shipping and receiving operations during peak periods or team member absences.
Human Resources duties and responsibilities :
Manage onboarding processes, including preparing new hire notices, orientation sessions, ensuring a smooth first-day experience.
Coordinate interview and meeting schedules between candidates and hiring managers.
Manage offboarding procedures such as sending offboarding notices for system access terminations.
Education and Experience
Bachelor’s degree or 5+ years of equivalent work experience required .
Minimum 5 years of executive assistant experience, with at least 2 years supporting C-suite executives in the pharmaceutical, biotech, or healthcare industry.
Skills and Qualifications
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Zoom, Concur and document management tools.
Excellent verbal and written communication skills.
Ability to manage multiple priorities and deadlines with minimal supervision.
Exceptional organizational skills and attention to detail.
Discretion in handling confidential and sensitive information.
Familiarity with medical, clinical, or regulatory terminology is a plus.
Physical Demands
While performing the duties of this” job , the employee is regularly required to sit, reach with hands and arms, and talk or hear. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this” job “include”close vision and distance vision.”
The starting compensation for this job is a range from $72,000 tp $87,000 plus incentive cash and stock opportunities (based on eligibility).
The starting pay rate takes into account characteristics of the job, such as required skills and where the job is performed. Final, individual compensation will be decided based on demonstrated experience. Eligibility for specific benefits listed on our careers site may vary based on the job and location. For more on benefits, please visit https://careers.bms.com/life-at-bms/.
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If you come across a role that intrigues you but doesn’t perfectly line up with your resume, we encourage you to apply anyway. You could be one step away from work that will transform your life and career.
Uniquely Interesting Work, Life-changing Careers
With a single vision as inspiring as Transforming patients’ lives through science™ , every BMS employee plays an integral role in work that goes far beyond ordinary. Each of us is empowered to apply our individual talents and unique perspectives in a supportive culture, promoting global participation in clinical trials, while our shared values of passion, innovation, urgency, accountability, inclusion and integrity bring out the highest potential of each of our colleagues.
On-site Protocol
BMS has an occupancy structure that determines where an employee is required to conduct their work. This structure includes site-essential, site-by-design, field-based and remote-by-design jobs. The occupancy type that you are assigned is determined by the nature and responsibilities of your role:
Site-essential roles require 100% of shifts onsite at your assigned facility. Site-by-design roles may be eligible for a hybrid work model with at least 50% onsite at your assigned facility. For these roles, onsite presence is considered an essential job function and is critical to collaboration, innovation, productivity, and a positive Company culture. For field-based and remote-by-design roles the ability to physically travel to visit customers, patients or business partners and to attend meetings on behalf of BMS as directed is an essential job function.
BMS is dedicated to ensuring that people with disabilities can excel through a transparent recruitment process, reasonable workplace accommodations/adjustments and ongoing support in their roles. Applicants can request a reasonable workplace accommodation/adjustment prior to accepting a job offer. If you require reasonable accommodations/adjustments in completing this application, or in any part of the recruitment process, direct your inquiries to [email protected] . Visit careers.bms.com/ eeo -accessibility to access our complete Equal Employment Opportunity statement.
BMS cares about your well-being and the well-being of our staff, customers, patients, and communities. As a result, the Company strongly recommends that all employees be fully vaccinated for Covid-19 and keep up to date with Covid-19 boosters.
BMS will consider for employment qualified applicants with arrest and conviction records, pursuant to applicable laws in your area.
If you live in or expect to work from Los Angeles County if hired for this position, please visit this page for important additional information: https://careers.bms.com/california-residents/
Any data processed in connection with role applications will be treated in accordance with applicable data privacy policies and regulations.Show more
Title: Administrative Support
Company: ADC Management Services
Location: San Diego, CA
