Marketing Administrative Assistant - Fujifilm

Overview

FUJIFILM Irvine Scientific, Inc. is a worldwide leader in the innovation and manufacture of cell culture media, reagents, and medical devices for researchers and clinicians. The company provides unrivaled service and quality to scientists working in biopharmaceuticals, cell therapy, regenerative medicine, assisted reproductive technology and cytogenetics, and industrial cell culture for the large-scale production of biotherapeutics and vaccines. FUJIFILM Irvine Scientific adheres to ISO and FDA regulations and operates dual cGMP manufacturing facilities in California, USA, and Tokyo, Japan. The company’s consultative philosophy and expertise in cell culture and compliance provide customers with unique capabilities and support. For over 50 years, FUJIFILM Irvine Scientific has remained uniquely flexible and focused on media while becoming a strategic global leader in media products and services.  FUJIFILM Irvine Scientific, Inc. is a subsidiary of FUJIFILM Holdings America Corporation, reporting to FUJIFILM Holdings Corporation.

We are hiring a Marketing Support Specialist. The Marketing Support Specialist will assist with tradeshow planning and execution to include processing invoices, sending booth supplies/equipment, receiving shipments, maintaining and collateral room. This position will assist in updating and maintaining the marketing department's calendars, organize department meetings, create agendas, take meeting minutes and publish actions, book Key Opinion Leader travel and create travel memos. Assist with other duties deemed necessary by Marketing Director.

External US

Responsibilities:

• Marketing administrative support for all product lines.• Providing tradeshow support submitting invoices, managing expenses, liaison with third party vendors, booth prepping and pulling, pulling literature, gathering product samples/labels, collaborating with Marketing. Tracking activities through project management tools.• Preparing and routing marketing invoice requests to include all KOL invoices and expenses, tradeshow bookings and collateral, managing the process to meet appointed deadlines and reporting expense against budget, maintaining financial responsibility within specific guidelines.• Responsible for maintaining purchasing card for department, ordering items as requested by Marketing and expensing according to company guidelines.• Setting up vendors in SAP in collaboration with accounting.• Setting up, coordinating, and supporting QBR’s, sales meetings, webinars, customer visits/audits, interviews, VIP/KOL visits, industry specific workshops, conference logistics, seminars, including travel arrangements.• Supporting all administrative activities to support the Key Opinion Leader program to include booking all travel, setting them up in our SAP system for payment, providing travel memos for each activity, tracking all KOL deployments and reporting activities each month to manager.• Providing market research support to Marketing department, updating global market information using country registries quarterly and communicating changes to Marketing. Preparing draft power point presentations with country specific information as requested by Marketing.• Working closely with Marketing and department managers supporting the coordination with internal resources (Quality, Documentation Control, MARCOM) and external resources for marketing collateral to route for approval, print and ship to events.• Assisting Business Heads with individual projects as needed such as product training manuals, reports, analysis, department meetings and team building activities, and project planning/tracking.  This position will be responsible for and empowered to contract with outside resources necessary to accomplish the objectives presented. • Manage Share file, updating access as requested by Marketing/Sales. • Supporting consistent worldwide usage of our corporate identity (logos, marks, brand) by providing distributors and direct sales representatives marketing material, collateral and sales tools to achieve the branding desired.• Performing general clerical duties to include, but not limited to, monitoring expenses, payment vouchers, bookkeeping, copying, mailing, filing, literature room maintenance, calendaring meetings, share file support and maintenance.• Working as a liaison with Marcom Administration and/or Marketing to support sales and marketing activities, including, but not limited to, mailings, announcements, press releases, newsletters, email list expansion, eblasts, leads and territory updates in QlikView.• Reviewing and processing non-tradeshow related field requests (literature, workshop supplies)

Experience Required:

• Bachelor’s degree in communications, Business Administration or Marketing
• Minimum 4 years of experience in a marketing support, or marketing communication position within health care or related industries.
• Minimum 2 years of experience in an event coordinator/administrator position
• Strong interpersonal skills.
• Strong project management skills.
• Ability to negotiate, persuade, and support internal (other departments) and external IS contacts.
• Ability to work effectively with, logistics and transportation companies, commercial trade representatives and industry consultants.
• Knowledge of principles and practices of organization, planning, records management and general administration.
• Excellent knowledge of MS Office
• Working knowledge of graphic design programs (PC based or Mac based). 
• Working knowledge of project management.  
• Basic knowledge of the marketing mix, promotion and trade show logistics

Salary and Benefits:

• For California, the base salary range for this position is $51,175 to $81,650 annually. Compensation for the successful candidate will depend on various factors (e.g., qualifications, education, prior experience, location, etc.).
• Medical, Dental, Vision
• Life Insurance
• 401k
• Paid Time Off

EEO/AGENCY NOTES

Fujifilm is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation, and any other status protected by federal, state, or local law.

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.

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