Legal Executive Coordinator

FUJIFILM Americas; Town of Mount Pleasant (NY); Hybrid; USD 40,000 - 56,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Life Insurance

401k

Paid Time Off

Hybrid work model

Job summary

FUJIFILM Americas in Valhalla, New York, seeks an experienced Administrative Operations professional to support the Legal department with contracting, meeting logistics and records management.

You will manage board logistics, administer legal holds and maintain knowledge resources across SharePoint, templates, and policies, while driving streamlined workflows and data integrity. Hybrid work arrangement with competitive benefits included.

Qualifications

• 3+ years in administrative operations or project coordination, ideally in a corporate legal setting.
• High School diploma or equivalent; additional training or experience a plus.
• Excellent organization, accuracy and ability to manage multiple priorities.
• Discretion and sound judgment handling confidential information.
• Proficiency with Microsoft 365 apps including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Docusign experience preferred.

Responsibilities

• Coordinate admin and logistical support for Board of Directors meetings and related communications.
• Manage legal holds: notices, records, and release coordination under Litigation team direction.
• Maintain Legal Department SharePoint sites, templates, policies and resources.
• Document and implement standardized workflows and procedures.
• Maintain contract, entity and department records with proper metadata and naming conventions.
• Track projects, action items, deadlines and status; follow up with stakeholders.
• Update SOPs, process docs and training materials for Legal Operations.
• Coordinate onboarding/offboarding activities, including tech access and resources.
• Support Legal Operations Manager with reporting, presentations and project tracking.
• Support contract lifecycle management platform (Pramata): records, metadata, renewals, and user support.
• Assist with contract templates and document updates with Legal stakeholders.
• Provide daily admin support to the Vice President General Counsel (calendar, expenses, travel).
• Perform other duties as assigned by Legal Operations Manager.

Skills

Administrative operations

Project coordination

Data & records management

Discretion and confidentiality

Microsoft 365 proficiency

Docusign experience

Education

High School diploma or equivalent

Tools

Microsoft 365 Suite

SharePoint

Docusign

Job description

Position Description

The person in this role will provide contracting, operational and administrative support for the Legal department.

Position Description

The person in this role will provide contracting, operational and administrative support for the Legal department.

Company Overview

At FUJIFILM Holdings America Corporation, we’re redefining innovation across the industries we touch—from 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.” Visit: https://www.fujifilm.com/us/en/about/region/careers

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 releasee 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 Leal 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.
• Experience
• • 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

Hybrid

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 ([e-mail]).