Executive Assistant

At Bristol Myers Squibb, our employees often ask, “Who are you working for?”—a question that fuels collaboration, accountability, and urgency in our work. Our purpose-driven culture inspires us to discover, develop, and deliver innovative medicines to prevail over serious diseases. We offer uniquely interesting and meaningful work, opportunities for growth, and a supportive environment that values inclusion, wellbeing, flexibility, and comprehensive benefits. This is work that transforms the lives of patients, and the careers of those who do it.

Responsibilities

Management of schedule

• Manage outlook calendar, Booking conference rooms, Adjust any schedule when required.
• Take over appointment when necessary and notification/confirmation of attendance for meetings & conferences
• Confirmation of upcoming activities

Meeting & conference

• Creation of event guide and send out
• Assist the administration of meeting management
• Selection, booking and set up of meeting/conference
• Reception handle on the day of event and confirmation of attendance

Travel arrangement

• Understand needs of manager and complete travel arrangement. If needed, set up pre-meeting with manager.

Handle all expenses

• Oversea/Domestic travel expenses
• Registration of voucher, payment of group membership fee
• Process purchase order

System management

• Understand how to deal with situation where system has wrong information, delayed, and analysis is requested. Be able to create monthly report where necessary.
• Support entering information & updating and support manager for any system they use

(For Expats) Living support in Japan

• Support translation and administration where necessary for living in Japan which is not covered by Global Mobility.

Other administration tasks

• Create simple presentations in MS PowerPoint
• Track status of assigned projects
• Telephone support (Pick up call, take memo, answer general inquiries, handle call while manager is away)
• Handle visitors (escorts in/out of guests and visitors, collaborate with other departments, arrange accommodation and transportation for international visitors)
• Collect, share and management of information (collect information and report to manager, organize documents and store/file, management of business cards, vendor file management
• Documents administration (internal documents, creation of external documents, handle any incoming/outgoing mails/posts/packages, handling and storing of any confidential documentations.
• Support of any ceremonial occasions (including Christmas card, Japanese cultural events etc.)
• Order stationaries
• Updating list of contacts and any database (contact of vendors, list of contract etc)

Required knowledge/skills/behaviors

• Executive assistant experience 5+ years
• High Communication skill both in English and Japanese
• AI skills (MS copilot, Claude) preferred, and ability to test & adopt new ways of working
• PC skills (MS Office, Excel, Word, PPT, SharePoint) and ability to use/navigate manager for the IT systems provided by company (Concur, Ariba, SAP, TEAMs etc.)
• Have flexibility and learning agilities (Eager to learn new things)
• Demonstrate BMS Values (Integrity/Innovation/Passion/Accountability/Urgency/Inclusive)
• Proactively identify the issues, flag and come up with solutions
• Great team player and able to build trusted relationship with the stakeholders
• Be able lead assistant community and work effectively with other assistant and cover each other when necessary.

We hire for skills and capabilities, not just credentials – if this role excites you, but doesn’t perfectly match your resume, we encourage you to apply anyway.

How We Work

Where you work matters – because collaboration, innovation and patient impact happen in many settings. Our roles are structured across four work models: site-essential, site-by-design, field-based and remote-by-design. The model assigned to this role is based on its core responsibilities. Learn more at https://careers.bms.com/ways-of-working.

Supporting People with Disabilities

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 adastaffingsupport@bms.com. Visit careers.bms.com/eeo-accessibility to access our complete Equal Employment Opportunity statement.

Candidate Rights

BMS will consider qualified applicants with arrest and conviction records, pursuant to applicable laws in your area.

For roles based in Los Angeles County only: 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/

Data Protection

We will never request payments, financial information, or social security numbers during our application or recruitment process. Learn more about protecting yourself at https://careers.bms.com/fraud-protection.

Any data processed in connection with role applications will be treated in accordance with applicable data privacy policies and regulations.

If this posting is missing required information required by local law or incorrect, contact BMS at TAEnablement@bms.com with the Job Title and Requisition number. Do not send application-related inquiries to this email. To check your application status, please login to your Candidate Home Account.

R1603611 : Executive Assistant