Administrative Executive Asst Jobs

FUJIFILM Business Innovation is currently undergoing an exciting period of accelerated growth and transformation through OEM business! We are a fast-paced team that actively shapes the future of our company and our customers. When you work with us, you will be part of global community that inspires collaboration, innovation, flexibility and diversity.
This position is hybrid, to be based in Hanover Park, IL 3 - 4 days per week.
To support this growth we are hiring a Executive Administrative Assistant for our Hanover Park, IL location. In this role you will report to the Head of IT and you will be responsible for managing and providing executive level administrative support to the President/CEO and the Sr Management Team as well as providing general assistance to IT Department. In addition, this position will participate or lead various projects related activities related to employees and/or general office management including such tasks as, ordering supplies, scheudling events, etc. This is a high-level administrative position that requires a high level of confidentiality, maturity, discretion and good judgment and self-starter.
External US
Some of the responsiblities are, but no limited to:

• Work with Finance and Departments to created Annual Planned Purchase Orders (PPOs) in Oracle for Corporate, Global Supply Chain, Logistics, Information Technology (IT), and Services
• Manage and maintain Corporate Server Files/Folders (Agreements / FBIO Management Meetings, Sr Staff Archive folders and access)
• Arrange domestic and international travel according to Policy and On-Line system: booking, airfare, hotel, transportation, organizing trip-planning/itineraries, etc.
• Manage and maintain controls on all Corporate Vendors
• Assist HR with processing Contract / Consultant contracts and invoices
• Manage external records retention ensuring compliance with Holdings corporate policies
• Assist Head of HR with the scheduling, facilitating and organizing all companywide employee events including Annual Kickoff Meeting, Quarterly Communication Meetings, Holiday Parties, Cultural Events, etc.
• Review and final presentation products (edits/formatting)
• Assist IT with SharePoint Organization.
• Coordinate domestic and international meeting/conference/video calls, and Catering for all FBIO meetings and/or functions as required. Will required interface with international internal and external contacts as well as Customer interaction
• Reconciliation and timely processing of all expense reports including direct contact with credit card companies, financial services
• Complete monthly HR Headcount Reports for both FBIO Internal activities as well as the Monthly FB Corporate Reporting
• Manage the office environment and oversee general maintenance/setup of office. Ensure all office supplies are refilled in a timely manner
• Provide clerical support for CEO and Sr Mgt Team including:
• Responsible for general office management including point of contact for Facilities Emergency Office, Office Supplies, Event Coordination

Skills And Requirements

• Demonstrated organizational skills, ability to take initiative and ownership, prioritize work and multi-task, adapt to changing priorities and meet required deadlines. Must be a self-starter and self-managed
• This position needs to be comfortable with ambiguity and changing priorities
• Clearly demonstrated strong oral and written communications skills
• Looking to grow in IT Field
• Experience supporting a team in a global environment required
• 2-5 years’ experience in an Administrative role
• Previous hands-on experience and familiarity with Oracle financial system
• Advanced hands-on use of Office 365 & SharePoint
• Demonstrated success working on complex problems where analysis of situations or date requires in-dept evaluation

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.
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.
If COVID-19 vaccine is mandated by the federal government, or by state or local government, the Company will require that the successful candidate hired for positions covered under relevant government vaccine mandate(s) be fully vaccinated against COVID-19, absent being granted an accommodation due to medical or sincerely held religious belief or other legally required exemption. For all positions, the Company encourages vaccination against COVID-19 and may require that the successful candidate hired be willing to test for the COVID-19 virus periodically and wear a face covering indoors absent being granted an accommodation due to medical or sincerely held religious belief or other legally required exemption.