Administrative Assistant, Legal

2 weeks ago

Bakersfield, California, United States Sun World International, LLC Full time $40,000 - $70,000 per year
:

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to support our global Legal team with a wide range of administrative and office support tasks. The ideal candidate will play a key role in maintaining efficient office operations, including handling communications, meeting scheduling, travel scheduling, document management, processing invoices and preparing meeting minutes.

Key Responsibilities:

General Administrative Duties-

  • Provide comprehensive support to the Legal team by managing meetings, preparing agendas, assisting in amending agreements, and coordinating calendars.
  • Facilitate clear and effective communication both internally and externally to ensure alignment and information flow across teams and outside counsel.
  • Serve as the first point of contact for internal and external communications (phone, email, in-person).
  • Maintain and organize office files, records, and correspondence.
  • Schedule and coordinate meetings, appointments, and travel arrangements.
  • Prepare and edit documents, reports, and presentations
  • Process documents and signatures as requested internally and externally.
  • Order and manage office supplies and inventory.
  • Serve as the primary document courier logistic contact for the department - Prepare and provide DHL and UPS shipping labels, and monitor/track parcel courier for effective delivery management.

Invoice Processing-

  • Receive, review, and process vendor invoices in a timely and accurate manner.
  • Match purchase orders, delivery receipts, and invoices for proper documentation.
  • Enter invoice data into the accounting or ERP system.
  • Monitor outstanding payments and follow up on discrepancies or missing documentation.
  • Work closely with the finance or accounts payable department to ensure timely payment and resolve issues.

Requirements:

  • High School diploma or GED required. Associate's or Bachelor's degree preferred.
  • 3 - 5 years of experience as an Administrative Assistant.
  • Experience with invoice processing.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and office management systems.
  • Strong organizational and time-management skills.
  • Self motivated.
  • Attention to detail and accuracy.
  • Excellent verbal and written communication skills.
  • Ability to handle confidential information with discretion.

Preferred Skills:

  • Experience with accounting or ERP software (e.g., QuickBooks, SAP, NetSuite).

Work schedule: 100% onsite Monday through Friday

Reports to: VP of Legal

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