: Associate, Budget and External Engagement

Role Summary

Associate role supporting the US Policy and Research Team within Global Policy and Government Affairs (GPGA). Performs diverse administrative functions including calendar management, meetings scheduling, domestic travel, expense reporting, and creating/editing PowerPoint presentations. Also supports team budgeting, coordinates meetings with internal and external stakeholders, and assists with procurement and vendor contracting in line with SOPs.

Responsibilities

• Schedule and manage recurring and ad hoc meetings with direct reports, internal and external stakeholders, matrix partners, and key external organizations (US organizations, trade associations, think tanks, policy organizations, and third-party coalitions).
• Support team budgeting processes with GPGA, including development of the annual budget, detailed budget build‑out, quarterly tracking, and inputs into finance reporting templates.
• Demonstrate flexibility to support the team during domestic travel and adjust schedules accordingly.
• Obtain and format Weekly Highlights from the US Policy and Research LT members for review by the manager.
• Process SAP/Ariba entries, create purchase orders, handle payments (including membership dues to US organizations), and manage vendor and consultant contracting in accordance with SOPs.
• Anticipate the needs of the manager and team, taking appropriate steps with minimal supervision to deliver accurate results on deadlines.
• Interface professionally with BMS senior executives and matrix team members, work with LT administrative staff, and represent the team with external organizations on meetings, travel and budget matters as needed.
• Handle confidential information with discretion and maintain diplomacy and good judgment in sensitive situations.
• Anticipate key issues, implement action plans based on changing priorities, and adapt quickly to change while developing contingency plans.
• Maintain a positive, productive, and collaborative approach, prioritizing activities aligned with department objectives and BMS strategy.

Qualifications

• Required: At least 5 years of administrative experience mostly supporting an executive.
• Preferred: Bachelor's degree.
• Preferred: Experience working with teams.
• Required: Strong interpersonal skills in dealing with all levels of management internally and externally.
• Required: Strong verbal and written communication skills.
• Required: Proven ability to handle sensitive information with confidentiality, discretion, and good judgment.
• Required: Ability to take initiative and adapt to frequently changing priorities.
• Required: Ability to work and think independently, analyze and solve complex problems, and deliver high-quality work with attention to detail.
• Required: Proactive, solution-oriented approach with strong decision-making capability to guide assigned projects to successful conclusions.
• Required: In-depth knowledge of company internal systems, policies and procedures.
• Required: Proficient in Microsoft Office (Word, Excel and PowerPoint), Outlook, Concur, purchasing systems, SharePoint and WorkDay.