FUJIFILM

  • Executive Assistant/Office manager

    Job Locations US-MA-Lexington
    Posted Date 3 months ago(9/21/2018 12:50 PM)
    Requisition ID
    2018-3067
    Category
    General Administrative/Clerical
    Company (Portal Searching)
    FUJIFILM Medical Systems
  • Overview

    Provides administrative assistance for the CEO and leadership team in Lexington, MA office location.  Also acts as office administrator for necessary functions within the location.

    External US

    General Duties and Responsibilities:

     

    • Support CEO, COO and leadership team with travel/assignments, 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 office supplies
    • Organize events/initiatives
    • Handle all FedEx inbound/outbound deliveries; as required, deliver or coordinate delivery of packages and other correspondence within the office or to other Fuji offices
    • Maintain appropriate supply of coffee supplies in the four pantries and coordinate with any vendors for pantries and snack room
    • 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
    • Perform special projects/tasks as needed by management team
      • Includes coordination of office events, parties/celebrations, or other functions
    • Screens incoming calls, answers routine inquires, receives visitors and routes incoming mail.
    • Other duties may be required as needed.

     

    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

     

     

    FMSU is an Equal Opportunity Employer M/F/D/V.

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