Executive Administrative Assistant

Overview

FUJIFILM Irvine Scientific, Inc. (FISI) is a worldwide leader in the innovation and manufacture of cell culture media, reagents, and medical devices for researchers and clinicians. The company provides unrivaled service and quality to scientists working in biopharmaceuticals, cell therapy, regenerative medicine, assisted reproductive technology and cytogenetics, and industrial cell culture for the large-scale production of biotherapeutics and vaccines. FISI adheres to ISO and FDA regulations and operates dual cGMP manufacturing facilities in California, USA, and Tokyo, Japan. The company’s consultative philosophy and expertise in cell culture and compliance provide customers with unique capabilities and support. For over 50 years, FISI has remained uniquely flexible and focused on media while becoming a strategic global leader in media products and services.  FUJIFILM Irvine Scientific, Inc. is a subsidiary of FUJIFILM Holdings America Corporation, reporting to FUJIFILM Holdings Corporation.

We are hiring an Executive Administrative Assistant. The Executive Administrative Assistant will assist with administrative support to C-Officer's and superior’s direct staff. Provide back-up as required for Receptionist, Legal Admin, and others as assigned.

External US

Responsibilities

• At C-Officer's or superior’s direct staff discretion; initiates or executes corporate administrative practices and procedures determined by executives and in conjunction with other departments SOP’s.
• Prepare general business correspondence - memoranda, letters, agendas, meeting notes, etc..
• Recommend administrative support procedures or improvements.
• Prepare management reports for C-Officers and other Directors routinely or as needed.
• Prepare or assist in the preparation of presentations.
• Coordinate information flow and follow up on completion of correspondence, reports, etc.
• Maintain working levels of office and breakroom supplies for the Company.
• Provide corporate travel arrangements.
• Maintain executive and management calendar and proactively resolve conflicts.
• Responsible for all aspects of employee events.
• Maintain corporate phone lists, including email distribution lists and employee mailboxes with support from HR and IT.
• Exercise independent judgment with respect to real or potential problems. Initiate attention to such matters to the President and COO for attention with recommended action.
• Reviews routine reports including expense reports for C Officer’s direct reports.
• Create expense reports and payment vouchers for C-Officers and superior’s direct staff, as needed.
• Miscellaneous actions include: Arrange on-site meals during audits, meetings, etc.; Back up Receptionist during breaks or absences; Order business cards; Assist in reviewing corporate travel agency contracts annually; Plan and coordinate welcome and retirement parties, gifts and dinners; Set up meetings in-person or by video/phone and connect with IT, as needed.
• Other duties as assigned.

Required Skills/Education

• Associate Degree or equivalent experience.
• 10-years general business experience, at least 5 of which should be directly supporting a senior corporate executive.
• Advanced knowledge of business administration practices and specialized training in administrative techniques gained through business college, executive assistant school or equivalent.
• Possession of the highest level of confidentiality, tact and diplomacy is a necessity.
• Attention to detail, accuracy and organizational skills.
• Timeliness in responsibilities and ability to meet deadlines.
• Experience planning meetings/events, managing calendars, expense reporting and making domestic and international travel arrangements.
• Proficient in Microsoft Office Suite.
• Ability to speak and read English.
• Good oral and written communication skills.

For California, the base salary range for this position is $65,500 to $104,650 annually. Compensation for the successful candidate will depend on various factors (e.g., qualifications, education, prior experience, location, etc.).

EEO/AGENCY NOTES

Fujifilm is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation, and any other status protected by federal, state, or