What We Are Looking ForThe 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 be responsible for coordinating the 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.
Who You Will Work WithThis position is a headquarters-based role reporting to the Executive Director, US Commercialization Learning. The Executive Associate will work collaboratively across a fast-paced and complex matrix organization, which includes the WW Commercialization Learning team and Enterprise Learning Services. The role will partner closely with colleagues across Finance, HR, Sales Operations, Legal, and Compliance, as well as external vendors and service providers.
Primary Responsibilities- Track, analyze, and report on team budgets; process Statements of Work (SOWs), Master Service Agreements (MSAs), Purchase Orders (POs), 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 (LT) 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
Qualifications- 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
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.
Compensation Overview:Princeton - NJ - US: $74,630 - $90,434
The starting compensation range(s) for this role are listed above for a full-time employee (FTE) basis. Additional incentive cash and stock opportunities (based on eligibility) may be available. The starting pay rate takes into account characteristics of the job, such as required skills, where the job is performed, the employee's work schedule, job-related knowledge, and experience. 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/.
Benefit offerings are subject to the terms and conditions of the applicable plans in effect at the time and may require enrollment. Our benefits include:
- 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 (EAP).
- 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.
Work-life benefits include:Paid Time Off
- US Exempt Employees: flexible time off (unlimited, with manager approval, 11 paid national holidays (not applicable to employees in Phoenix, AZ, Puerto Rico or Rayzebio employees)
- Phoenix, AZ, Puerto Rico and Rayzebio Exempt, Non-Exempt, Hourly Employees: 160 hours annual paid vacation for new hires with manager approval, 11 national holidays, and 3 optional holidays
Based on eligibility*, additional time off for employees may include unlimited paid sick time, up to 2 paid volunteer days per year, summer hours flexibility, leaves of absence for medical, personal, parental, caregiver, bereavement, and military needs and an annual Global Shutdown between Christmas and New Years Day.
All global employees full and part-time who are actively employed at and paid directly by BMS at the end of the calendar year are eligible to take advantage of the Global Shutdown.
*Eligibility Disclosure: The summer hours program is for United States (U.S.) office-based employees due to the unique nature of their work. Summer hours are generally not available for field sales and manufacturing operations and may also be limited for the capability centers. Employees in remote-by-design or lab-based roles may be eligible for summer hours, depending on the nature of their work, and should discuss eligibility with their manager. Employees covered under a collective bargaining agreement should consult that document to determine if they are eligible. Contractors, leased workers and other service providers are not eligible to participate in the program.
Uniquely Interesting Work, Life-changing CareersWith 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 ProtocolBMS 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.
