Exec. Admin. Assistant

FUJIFILM Healthcare Americas Corporation is a leading innovator in diagnostic and enterprise imaging solutions designed to meet the evolving needs of healthcare across prevention, diagnosis, and treatment. Fujifilm’s medical imaging portfolio includes solutions for digital radiography, mammography, computed tomography, magnetic resonance imaging, ultrasound, endoscopy, and endosurgery. The Synapse® Enterprise Imaging portfolio provides healthcare professionals with the imaging and data access needed to deliver a complete patient record. REiLI®, Fujifilm’s artificial intelligence initiative, combines Fujifilm’s rich image -processing heritage with cutting-edge AI innovations to inspire a new tier of clinical confidence. The In-Vitro Diagnostic portfolio provides the golden standard of molecular based immunoassay technology for liver surveillance, cutting edge clinical diagnostic chemicals for leading laboratories across the country and diagnostic chemicals for OEM white labeling products. The company is headquartered in Lexington, Massachusetts. For more information, please visit  healthcaresolutions-us.fujifilm.com .

Job Purpose- This position is intended to provide administrative assistance for the Executive leadership in Durham, NC office location. Also acts as office administrator for necessary functions within the location.

FUJIFILM is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to race, color, national origin, sex, gender identity, sexual orientation, religion, disability, protected veteran status or any other characteristic protected by applicable federal, state or local law.

Duties and Responsibilities:

• Support Executive leadership team with travel/assignments, personal assistance, appointment scheduling; manage T&E/Concur expenses for leadership as needed.
• Manage/log account payable invoices as needed.
• Support of managers and HR with daily task/inquiries.
• Manage office email distribution lists.
• Assist with onboarding of new hires and new contractors/temps (create employee badges, create information packets, etc.).
• Manage key fobs and employee/contractor office access.
• Facilitate all office fire and evacuation drills and revise/implement evacuation plans/policies as needed; participate in and help manage safety committee.
• Handle travel/hotel arrangements for visitors/customers as needed.
• Candidate interview coordination for managers as needed (hotel accommodations, travel arrangements, etc.).
• Coordinate and schedule all internal/customer trainings and meetings daily (maintain calendar, set up rooms, order catering, update hotel discounts/websites for trainers, etc.).
• Order necessary office supplies.
• Organize events/initiatives approved by management.
• Handle all FedEx inbound/outbound deliveries; as required, deliver or coordinate delivery of packages and other correspondence within the office or to other Fujifilm offices.
• Maintain appropriate supplies in the pantries and coordinate with any vendors.
• Assist with concerns and emergency issues by placing a call to vendor, building management, etc.
  • Follow up on facility work orders.
  • Liaison for all vendors/facility management.
• Screens incoming calls, answers routine inquires, receives visitors and routes incoming mail.
• Other duties may be required as needed.
• Comply with all applicable U.S. Food and Drug Administration (U.S. FDA) medical device regulatory requirements, applicable ISO 13485 standard requirements and all other applicable laws, regulations, and standards.

Qualifications:

• A bachelor’s degree is preferred.
• Strong verbal and written communication skills; professional presence.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Strong experience with word processing, spreadsheets and other types of online or proprietary reporting programs; ability to quickly learn new software or processes.

Desired Requirements:

• Experience negotiating with vendors or other providers.

Physical requirements:

The position requires the ability to perform the following physical demands and/or have the listed capabilities:

• The ability to sit up 75-100% of applicable work time.
• The ability to use your hands and fingers to feel and manipulate items, including keyboards, up to 100% of applicable work time.
• The ability to stand, talk, and hear for 75% of applicable work time.
• The ability to lift and carry up to ten pounds up to 20% of applicable work time.
• Close Vision: The ability to see clearly at twenty inches or less.

Travel:

• Occasional (up to 10%) travel may be required based on business need.