Administrative Assistant

2 weeks ago

Chicago, United States Komatsu Full time

Komatsu is an indispensable partner to the construction, mining, forestry, forklift, and industrial machinery markets, maximizing value for customers through innovative solutions. With a diverse line of products supported by our advanced IoT technologies, regional distribution channels, and a global service network, we tap into the power of data and technology to enhance safety and productivity while optimizing performance. Komatsu supports a myriad of markets, including housing, infrastructure, water, pipeline, minerals, automobile, aerospace, electronics and medical, through its many brands and subsidiaries, includingTimberPro, Joy, P&H, Montabert, Modular Mining Systems, Hensley Industries, NTC, and Gigaphoton.

Job Overview

To provide onsite administrative support for the Legal Department, with particular emphasis on supporting the Department paralegals.

Key Job Responsibilities

General administrative duties:

  • Calendar meetings and schedule and assist with conference and Teams calls
  • Maintain attorney calendars and coordinate schedules
  • Coordinate and schedule travel arrangements
  • Draft general correspondence and other documents
  • Generate, edit and file correspondence and documents, and Legal Department reports
  • Facilitate service of process procedure
  • Assist with audit letters (e.g., collection of information from outside counsel; collect information from internal department heads; preparation of quarterly and annual letter)
  • Open and distribute Department mail
  • Support documentation and maintenance of Legal Department annual budgets, forecasts, and accruals.
  • Process employee reimbursement reports for business expenses
  • Transfer files to and from on-site and off-site storage

Provide support to paralegal team, including assisting with the following:

  • Managing intake of legal assignments; tracking cases and legal projects
  • Opening, managing and closing paper and electronic files
  • Assisting with processing of invoices (monitoring billing intake, setting up vendors, following up on invoice-related inquiries)
  • Managing asbestos case portfolio (for example, logging dismissals and settlements)
  • Securing signatures on appropriate documentation (in-person or electronically), such as corporate approvals and contracts

And other duties as assigned by manager, General Counsel and other members of the legal team.

Qualifications/Requirements
  • Five to seven or more years of experience as an administrative assistant or office administrator (ideally with a legal department or law firm), - or comparable position with:
  • Excellent time-management and organizational skills and comfortable prioritizing multiple projects from multiple individuals
  • Demonstrated ability to support of multiple professionals at the same time.
  • Expert knowledge in Microsoft Office Suite programs, software such as SAP/Ariba, and/or ability to learn other systems as required.
  • Proactive, self-starter who enjoys working independently with minimal supervision.
  • Must be detail oriented and possess high quality administrative legal skills and ability to maintain confidentiality.
  • Familiarity with legal issues and terminology, processes and documentation.
  • Must be willing to work onsite three (3) days per week, with some flexibility to come in additional days as required.
Additional Information

Komatsu is an Equal Opportunity Workplace and an Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

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