Legal Executive Coordinator

Job Title

Contracting, Operational, and Administrative Support for Legal Department

Company Overview

At FUJIFILM Holdings America Corporation, we're redefining innovation across the industries we touchfrom healthcare and photography to semiconductors and data storage. With roots in photosensitive materials and a legacy of groundbreaking technology, we now lead 23 diverse affiliate businesses across the Americas. We're looking for mission-driven talents eager to join us to help create, market, and support a vast portfolio of products. At Fujifilm you'll have the opportunity to explore and grow your skills in new, exciting ways. Whether you're shaping tomorrow's tech or redefining today's processes, we'll provide a flexible work environment and dynamic culture where innovation thrives. Our Americas HQ is nestled in Valhalla, New York, a charming town known for its excellent schools, beautiful parks, and easy access to the vibrancy of New York City. Fujifilm is globally headquartered in Tokyo with over 70,000 employees across four key business segments of healthcare, electronics, business innovation, and imaging. We are guided and united by our Group Purpose of "giving our world more smiles."

Job Description

Responsibilities

• Coordinate administrative and logistical support for the Board of Directors meetings, including meeting logistics, preparation and organization of presentation materials, maintenance of Board files and records, and drafting and coordinating routine Board-related communications.
• Support the administration of legal holds at the direction of the Litigation team, including initiating and distributing legal hold notices, maintaining accurate hold records and assisting with release of holds as directed.
• Assist with maintaining Legal Department SharePoint sites, document libraries, templates, policies, procedures, and other knowledge resources to ensure information is current, organized and easily accessible.
• Identify opportunities to streamline administrative and operational processes and assist with documenting and implementing standardized workflows, procedures and best practices.
• Support the maintenance of contract, entity and other departmental records, including ensuring appropriate documentation, naming conventions, metadata and record completeness.
• Track Legal Operations projects, action items, deadlines, deliverables and status updates and coordinate follow-up with stakeholders as needed.
• Assist with maintaining, and updating Legal Department SOPs, process documentation, user guides and training materials.
• Coordinate Legal Department onboarding and offboarding activities, including technology access, systems, departmental resources, distribution lists, training materials, and other operational requirements.
• Support the Legal Operation Manager with departmental reporting, presentations, project tracking, process documentation and other operational initiatives.
• Support administration and data integrity of the Legal Department's contract lifecycle management platform (Pramata), including contract records, metadata validation, renewal notifications, exception management, user support and ongoing system maintenance.
• Assist with contract template, form and related document maintenance and coordinate updates with appropriate Legal stakeholders.
• Daily administrative support for the Vice President General Counsel inclusive of calendaring, expenses, and travel arrangements.
• Other duties as may be assigned by Legal Operations Manager.

Required Skills/Education

• 3+ years of administrative operations, project coordination or similar professional experience; experience within a corporate legal department is preferred.
• High School diploma or equivalent required; additional education, professional training, or relevant experience is a plus.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities, deadlines, and follow-up activities.
• Excellent attention to detail and demonstrated ability to maintain accurate records and data.
• Demonstrated discretion and sound judgement when handling confidential, sensitive and privileged information.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint
• Docusign experience preferred

Desired Skills

• Experience supporting legal operations, contract management, litigation support, corporate governance, or similar legal processes.
• Focusing on Customers
• Adapting to Change
• Building Positive Working Relationships
• Initiating Improvements
• Taking Ownership

Salary and Benefits

• $28.84 to 40.86 per hour depending on experience.
• Medical, Dental, Vision
• Life Insurance
• 401k
• Paid Time Off

EEO Information

Fujifilm is committed to providing equal opportunities in hiring, promotion and advancement, compensation, benefits, and training regardless of nationality, age, gender, sexual orientation or gender identity, race, ethnicity, religion, political creed, ideology, national, or social origin, disability, veteran status, etc.

ADA Information

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to our HR Department.