Executive Business Administrator

As the Executive Business Administrator, you will support the Chairman and Global Senior Director of the Corporate Office (FDB), and the VP of Program Management and the VP of Marketing of FDB. The Global Corporate Office is critical to the success of FDB. You will practice a high level of confidentiality with confidence, professionalism and resourcefulness. The ideal candidate works efficiently with multiple levels of colleagues and key stakeholders in the organization. As a naturally service-minded self-starting person, you take pride in offering support and anticipating daily needs. The role will include the proactive coordination and support of executive level projects and standard work, scheduling meetings, preparing documents / presentations for meetings, managing calendars and expenses for the members you support.

No matter what role you play in FUJIFILM Diosynth Biotechnologies (“FDB”), you are part of a team that is having a profound impact on the lives of countless individuals and families across the globe. The manufacturing processes and medicines we produce help protect, improve, extend and save lives. We recognize that to maximize our impact and ensure the success of our customers and therefore the success of FDB, we need to build a diverse team of individuals that are driven by a passion that we call “Genki.” Genki is personal, it’s your driving force to learn, grow, strive to do better, and strive to be better knowing that your work truly is positively impacting the lives of countless others around the world.  

The Executive Business Administrator will contribute to the success of FDB by supporting the following roles (with the potential to support additional individuals/functions):

• Chairman
• Senior Director, Global Office
• Vice President, Program Management
• Vice President, Global Marketing

Main Activities & Responsibilities

• Support the four executives through management of individual calendars and schedule coordination., protecting time as appropriate.
• Confidential support of day-to-day responsibilities with Global upper management, anticipating administrative and logistical requirements and support.
• Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality. Generate, compose, and edit confidential routine and non-routine documents. Proofread documents and materials and correct as necessary and/or compose routing correspondence using predetermined formats. Provide triage of confidential emails (if required).
• Act as a “sparring partner” with the team on daily work and for strategic projects.
• Function as the primary interface on behalf of the designated executives to ensure smooth workflows. Interface professionally with other key leaders, customers, and colleagues.
• Make travel arrangements including airfare, hotel and transportation for the team while also anticipating other needs the team may have during business travel.
• Manage multiple projects as assigned by the team related to business, community, and other interests.
• Provide administrative support for high level meetings, including agenda, sending reminders, minutes & action logs as necessary.
• Utilize Concur Systems to process expense reports and potentially complex travel arrangements, including accommodations, local transportation, and other travel needs as required.
• Serve as an information source and respected advisor on departmental and organizational policies and procedures.
• Work closely with the team to keep them well informed of upcoming commitments and responsibilities.
• Support Global driven events as required.
• Provides general administrative support to additional key stakeholders as needed and approved by the Global Corporate Office.
• Work across multiple time zones to support the global organization.
• Collaborate with multiple sites to assist in organizing high level visits (as needed).
• Support in scheduling and coordinating global meetings and leadership visits in different areas of the globe, including drafting agendas, developing, compiling, and distributing meeting materials, and other responsibilities as needed.
• Create purchase orders as needed through SAP.
• Send confidential documents via DocuSign.
• Assist in facilitating employee meetings with other executive assistants at different locations to support Chairman and Senior Director of Global Office (as needed).
• Support Human resources activities across North Carolina sites, collaborating with HR teams on scheduling and coordinating (as needed).
• Other duties as assigned.  

BACKGROUND REQUIREMENTS

• Associate’s degree required. Bachelor’s degree preferred.
• 5+ years of experience as an administrative or executive assistant, preferably supporting executive leadership or C-Suite.
• Proven ability to handle confidential and sensitive information with the ability to exercise discretion and show good judgment.
• Significant experience and capability supporting a senior or executive role and operating in a global environment
• Proficient computer skills - Word, Excel and PowerPoint and in-depth knowledge of relevant software such as MS Office
• Experience using Microsoft Outlook
• Experience using Concur Travel & Expense management required.
• Knowledge of standard office administrative practices and procedures
• Flexibility to work in a global environment which may require meetings outside of usual business hours.
• Consistently complies with all established company standard operating processes and procedures.
• Up to 10% travel required

KEY COMPETENCIES

• Strong organizational and planning skills
• Superior written and verbal communication skills
• Excellent information gathering and monitoring skills
• Excellent problem analysis and problem-solving skills
• Ability to make decisions at the appropriate level
• Adaptable team member
• Ability to thrive in environments that may present multiple and simultaneous demands for attention; ability to prioritize effectively in these situations in a global organization.
• Completes all work with high quality and excellent attention to detail. Avoids re-work and/or frequent need for corrections.
• Superior time management, organization and prioritization skills
• Manage shifting priorities with flexibility and accuracy with the ability to stay calm and solution-focused in high stress situations
• Expected to strictly maintain confidentiality and exhibit discretion and professionalism in all activities
• Can work independently with little or no supervision
• Committed to excellence to perform duties at the highest level possible consistently.
• Personable, reliable, flexible, quick thinking, solution oriented and self-starter.
• Represents the organization in a positive and professional manner
• Demonstrates ability to take initiative, anticipate needs, and exercise independent/sound judgment.

FDBU 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.  

FDBU 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 e-mail .  

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 will be paid.