Legal Administrative Assistant

Administrative Assistant

We are seeking an experienced Administrative Assistant to provide comprehensive administrative support to our Senior Legal Counsel at the Americas Headquarters office. This temporary position is expected to last approximately two (2) years and is responsible for performing a wide range of administrative duties in support of the Legal function. Responsibilities include creating and preparing materials, proofreading, verifying, and editing documents for accuracy and clarity, preparing correspondence, reports, charts, tables, and forms, coordinating meetings and travel arrangements, maintaining records, and supporting day-to-day legal department operations. The successful candidate will demonstrate strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Independently organize and prioritize workload to perform administrative tasks for department members and other office personnel, as assigned, while meeting established deadlines.
• Utilize advanced computer skills in word processing, spreadsheets, presentations, graphics, and database applications to create, update, and maintain department documents, including correspondence, presentations, publications, mailings, and reports.
• Proofread, edit, and review materials to ensure accuracy, consistency, proper formatting, and completeness of information.
• Compile, coordinate, and distribute reports, agendas, meeting materials, and other information as required.
• Arrange meetings, conferences, appointments, and travel arrangements. Maintain calendars and schedules for assigned personnel as needed.
• Answer telephone calls promptly, provide information when appropriate, and direct calls to the appropriate individuals.
• Establish, organize, and maintain filing systems and records, ensuring accurate documentation and confidentiality.
• Manage incoming and outgoing correspondence and mail for assigned staff.
• Assist with general office administration, including maintaining office supply inventories, copying, printing, collating documents, and coordinating mail and deliveries.
• Provide backup administrative and clerical support as needed to ensure seamless department operations.
• Utilize SAP to create purchase requisitions and process receipt of goods and services for office personnel when applicable.
• Perform additional duties and special projects as assigned by the supervisor.

Qualifications

Associate's degree and a minimum of five (5) years of experience in an administrative support role, or an equivalent combination of education, training, and experience. Strong proficiency in Microsoft Office applications and other office-related software. Excellent verbal and written communication skills. Demonstrated ability to manage multiple priorities, projects, and deadlines in a fast-paced environment. Strong attention to detail and organizational skills. Ability to handle sensitive and confidential information with professionalism and discretion. Previous legal administrative experience is preferred. Spanish language skills are beneficial but not required. EOE

Why Candidates Choose Omya

• Global company with operations in more than 50 countries
• 140+ years of industry leadership
• Internal advancement opportunities
• Company values driven organization
• Safety-first environment
• Medical, Dental & Vision Insurance
• 401(k) with Company match
• Paid Time Off & Holidays