Administrative Executive Assistant

This individual will act as a senior executive support partner to leaders.  The role will involve coordinating executive level projects, preparing and editing weekly reports, using some analysis to review and recommend changes to reports, scheduling meetings, managing calendars and expenses for leaders.  This role will need to anticipate the upcoming needs of executives in a growing environment.

External US

MAJOR ACTIVITIES AND RESPONSIBILITIES:

• Gather, assemble and analyze information and data from a wide variety of sources
• Prepares reports, manuals, agendas, correspondence and memoranda
• Obtain, prepare and retain sensitive information with the highest confidentiality
• Maintains sensitive, confidential files and records
• Prepare and arrange meetings, calls and events – set up, manage and monitor multi-party conference calls, meetings, etc.
• May coordinate large events such as All Employee Meetings, off-site events, etc.
• Coordinate and schedule executive/corporate/visitor tours
• Comply with standard record keeping/maintain highly confidential files
• Identify and resolve problems in a timely manner as necessary
• Receive and interact with incoming visitors
• Liaise with corporate and internal staff at all levels
• Partner harmoniously with many levels in the organization
• Interact with external clients
• Other duties as assigned (including but not limited to expense reports, catering requests
• Reviews and answers mail and inquiries on own initiative and determines within established guidelines if executive action is required
• Refers routine matters to appropriate parties for action and follows up to ensure proper disposition
• Communicates with executive, administrative and line management to gather and convey information pertaining to President's office and responsibilities
• Answers telephone calls, tactfully handles inquiries and/or refers to appropriate party
• Coordinates and makes notifications and arrangements for travel reservations and appointments
• Types material in final form from rough or involved drafts which may utilize frequent use of technical terminology and statistical data
• Plans the layout of complex reports, proposals and statistical tables by request
• Operates a variety of general office equipment such as copier, calculator, printer and personal computer
• Frequent contact with customers, corporate executives, both internal and external and Fujifilm Diosynth corporate offices
• Interacts with all throughout organization

BACKGROUND REQUIREMENTS:

Education and Experience

• Significant experience and capability supporting a senior or executive role and operating in a global environment
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office
• Knowledge of standard office administrative practices and procedures
• Bachelor's degree an advantage

Key Competencies

• High organizational and planning skills
• Good written and verbal communication skills
• Information gathering and monitoring skills
• Problem analysis and problem solving skills
• Ability to make decisions at the appropriate level
• Adaptable team member
• Great attention to detail and accuracy
• Manage shifting priorities with flexibility and accuracy
• Expected to strictly maintain confidentiality and exhibit discretion and professionalism in all activities
• Can work independently with little or no supervision

FDBN works with technical data, technology and materials that are subject to U.S. export laws and regulations. This position will require access to technical data, technology and source code that is controlled under U.S. export laws and regulations, including but not limited to the International Traffic in Arms Regulations at 22 C.F.R. Parts 120 – 130 and Export Administration Regulations in 15 C.F.R. Part 730 – 774, as may be amended. To conform to these laws and regulations, applicants must be U.S. citizens, lawful permanent residents of the U.S., protected individuals as defined by 8 USC 1324(b)(a)(3) (i.e., asylees and refugees) or otherwise eligible for an export authorization from the U.S. Department of State or U.S. Department of Commerce. Offers of employment will be contingent on the Company's ability to secure an export authorization.

FDBN is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender identify or any other protected class. If an accommodation to the application process is needed, please email lena.lee@fujifilm.com.

To all agencies: Please, no phone calls or emails to any employee of FUJIFILM about this requisition. All resumes submitted by search firms/employment agencies to any employee at FUJIFILM via-email, the internet or in any form and/or method will be deemed the sole property of FUJIFILM, unless such search firms/employment agencies were engaged by FUJIFILM for this requisition and a valid agreement with FUJIFILM is in place. In the event a candidate who was submitted outside of the FUJIFILM agency engagement process is hired, no fee or payment of any kind wll be paid.