Executive Assistant

2 days ago

Hamilton, Waikato, New Zealand FUJIFILM Holdings America Corporation Full time
Position Overview

The Executive Administrative Assistant role 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.

Company Overview

The work we do at FUJIFILM Diosynth Biotechnologies has never been more important—and we are looking for talented candidates to join us. We are growing our locations, our capabilities, and our teams, and looking for passionate, mission-driven people like you who want to make a real difference in people's lives. Join FDB and help create the next vaccine, cure, or gene therapy in partnership with some of the most innovative biopharma companies across the globe. We are proud to cultivate a culture that will fuel your passion, energy, and drive - what FUJIFILM Diosynth Biotechnologies call Genki.

Job Description

Essential Functions:

  • Prepares reports, manuals, agendas, correspondence, and memoranda.
  • Obtain, prepare, and retain sensitive information with the highest confidentiality.
  • Maintains sensitive, confidential files and records.
  • Support on site visitors and audits, by creating agendas, ordering catering, booking meeting rooms, preparing for on-site protocols, and occasionally helping with travel coordination.
  • Act as a backup main receptionist for coverage and when others may be out for other meetings.
  • 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.
  • Identify and resolve problems in a timely manner as necessary.
  • Liaise with corporate staff, internal staff, and external clients at all levels.
  • Prepare expense reports and handle catering requests.
  • Reviews and answers mail and inquiries on own initiative and determines within established guidelines if executive action is required.
  • Communicates with executive, administrative, and line management to gather and convey information pertaining to the Executive 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.
  • Plans the layout of complex reports, proposals, and statistical tables by request.
  • All other duties as assigned.

Required Skills & Abilities:

  • Partner harmoniously with many levels in the organization.
  • Ability to type data in final form from rough or involved drafts which may utilize frequent use of technical terminology and statistical data.
  • Comply with standard record keeping/maintain highly confidential files.
  • Ability to refer routine matters to appropriate parties for action and follows up to ensure proper disposition.
  • Strong 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.

Working Conditions & Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to:

  • May involve occasional weekend work or work in the evenings due to the schedules of the executives.
  • Experience prolonged sitting, some bending, stooping, and stretching.
  • Ability to lift up to 30 pounds.
  • Use hand-eye coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is required.
  • Onsite attendance Monday through Friday with some need for overtime as authorized.

Minimum Qualifications:

  • Associate degree with eight (8) years of relevant experience; OR
  • High School diploma or GED and ten (10) years of relevant experience.

Preferred Qualifications:

  • Degree in Business.
EEO Information

Fujifilm is committed to providing equal opportunities in hiring, promotion and advancement, compensation, benefits, and training regardless of nationality, age, gender, sexual orientation or gender identity, race, ethnicity, religion, political creed, ideology, national, or social origin, disability, veteran status, etc.

ADA Information

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to our HR Department (FDBTHR@fujifilm.com or (979) 431-3500).

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