Administrative Assistant

Job Overview

This role provides comprehensive administrative support to the Legal Department, including dispute and accident tracking, legal systems and records management, end-to-end invoice and expense processing, and support of HR’s expatriate (ex-pat) activities.

Key Job Responsibilities

Legal Operations & Information Management (approx. 25%)
* Acknowledge, log, tender and track Service of Process matters through resolution
* Intake, assign and track legal assignments, cases and projects across platforms (e.g. CLM, SharePoint)
* Log asbestos cases across platforms and track through resolution
* Obtain signatures on Company documents (in-person or electronically), such as contracts, resolutions, and approval forms, and provide notary services as needed

Accident & Claims Administration (approx. 15%)
* Intake and track accident reports and updates
* Coordinate inspections and follow-up activities
* Prepare and issue Notices of Claim to insurers
* Maintain documentation and reporting related to claims

Financial Administration (approx. 25%)
* Process legal invoices, including intake, vendor set-up, validation, and facilitating payment
* Support Department budgeting, forecasting, and accrual tracking

General Legal Administration (approx. 15%)
* Calendar and coordinate Department meetings and calls
* Arrange travel and expense reporting as needed
* Draft, edit and file Department correspondence, documents, and reports
* Distribute Department mail and post outgoing mail
* Organize, access and transfer files to and from on-site, off-site and electronic storage

Support HR Manager with Expatriate Administration (approx. 20%)
* Assist with onboarding ex-pats to KNA, including relocation and acclimation
* Help facilitate discussions between ex-pats, internal stakeholders, and external vendors
* Process invoices related to relocation and ex-pat-related vendors
* Upload tax notices and coordinate with external tax advisors (e.g., Deloitte)
* Input various allowances into payroll data
* Process tax-related payments and refunds and track deadlines
* Assist with preparation of visa and immigration documentation
* Support Chicago-based expatriate-related events, including Management Committee visits
And other duties as assigned by the General Counsel.

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 for handling multiple tasks
• Expert knowledge of Microsoft Office Suite, 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 careful to maintain confidentiality of Company activities.
• Familiarity with legal issues and terminology, processes and documentation.
• 90-day probationary period requires four (4) days a week onsite, tapering down as the individual demonstrates relevant capabilities.

Additional Information