Legal Assistant II

Summary

The Legal Assistant II provides administrative, operational, and document management support to the Legal Department and External Affairs function. This role supports the General Counsel by coordinating schedules, managing records, maintaining departmental documentation, processing invoices, supporting communications, and assisting with legal and business operations activities. The position serves as a key administrative resource for the Legal & External Affairs Team and may support community engagement, government affairs, public affairs, compliance, and external stakeholder initiatives as assigned. This role requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

Responsibilities

• Provide administrative support to the General Counsel, including calendar management, meeting coordination, travel arrangements, and scheduling
• Serve as a primary administrative contact for the Legal & External Affairs Team and assist with internal and external communications
• Coordinate meetings, presentations, training sessions, and event logistics for the Legal and External Affairs functions
• Order and maintain office supplies and support departmental operational needs
• Organize, maintain, and manage departmental records, correspondence, files, and documentation within company document management systems and shared drives
• Maintain legal, compliance, and business records in accordance with company retention requirements
• Assist with document preparation, formatting, review coordination, routing, and record management
• Coordinate communications and document exchanges with outside counsel, consultants, government agencies, and external stakeholders
• Track legal matters, contract status, compliance activities, and departmental projects through spreadsheets, logs, and reporting tools
• Process team invoices, support budget tracking activities, coordinate with Finance, and assist with outside counsel billing administration
• Maintain departmental spreadsheets, reports, trackers, and operational records to support legal and business activities
• Conduct administrative and operational research to support departmental initiatives, projects, and business needs
• Assist with compliance, contract administration, public affairs, and external affairs activities as assigned
• Support community engagement initiatives, stakeholder meetings, workforce development partnerships, and government affairs activities as requested
• Maintain confidentiality and appropriately handle sensitive legal, business, personnel, and company information
• Exercise sound judgment and proactively resolve administrative and operational issues with minimal supervision
• Maintain regular and reliable on-site attendance
• Maintain cleanliness at work-site in accordance with 5S3R Standards (Sort, Set in Order, Shine, Standardize, Sustain; Right Location, Right Quantity, Right Container)
• Perform other duties as assigned

Qualifications

• High school diploma or GED required
• Associate degree in Business Administration, Legal Studies, Communications, Public Administration, Office Administration, or a related field preferred
• Legal Assistant/Paralegal Certificate, Administrative Assistant Certificate, or related professional certification is a plus
• Demonstrated reliable work history and consistent attendance in prior employment

Experience

• 2+ years of experience in an administrative, executive assistant, legal assistant, office management, compliance support, or related role required
• Experience supporting senior leaders, attorneys, executives, or business leaders preferred
• Experience in a corporate, manufacturing, government, legal, or professional services environment preferred
• Experience processing invoices, maintaining records, coordinating schedules, and managing confidential information preferred
• Experience supporting legal, compliance, public affairs, community engagement, or government affairs functions is a plus

Sponsorship

This position is not eligible for employment-based visa sponsorship, now or in the future. Candidates must possess current, unrestricted authorization to work in the United States.

Skills

• Strong organizational, prioritization, and multitasking skills
• Excellent written and verbal communication skills
• Strong attention to detail and follow-through
• Ability to maintain confidentiality and handle sensitive information with discretion
• Ability to work independently and proactively manage competing priorities
• Strong administrative, document management, and recordkeeping skills
• Ability to process invoices, track expenditures, and coordinate with Finance departments
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams
• Ability to develop and maintain spreadsheets, trackers, reports, and filing systems
• Strong interpersonal skills and ability to communicate effectively with internal and external stakeholders
• Adaptability and willingness to learn new systems, processes, and responsibilities
• Ability to exercise sound judgment and operate effectively with limited direction

Physical Requirements

• Sit and work at a computer for prolonged periods
• Use hands and fingers to operate computers, office equipment, and communication devices
• Occasionally stand, walk, bend, reach, and move throughout office and operational areas
• Occasionally handle or move office materials, files, records, and supplies, with or without reasonable accommodation
• Travel between meeting locations and company facilities as needed

Work Environment

• Primarily office-based environment within a manufacturing facility
• Frequent use of computers, document management systems, communication platforms, and office equipment
• Regular interaction with attorneys, executives, employees, outside counsel, government agencies, consultants, and external stakeholders
• Exposure to confidential legal, financial, business, and personnel information requiring a high level of discretion
• Occasional exposure to operational or manufacturing environments requiring adherence to company safety policies and PPE requirements
• May require flexibility in schedule to support business needs, meetings, executive activities, or departmental projects

HLBMA LLC is an Equal Employment Opportunity (EEO) employer that values the diversity of its workforce.