Legal Administrative Assistant

Job Description

Job Description

Hon Hai USA – FEWI Development Corporation

Job Description – Legal Administrative Assistant

FLSA Status: Exempt

Reports To: General Counsel

Direct Reports: No

  Primary Function: The Legal Administrative Assistant provides high‑level administrative and operational support to the Hon Hai USA Corporate Legal Department. This role is responsible for coordinating legal department operations, managing documents and workflows, supporting contract administration processes, providing corporate governance support, and serving as a central point of contact between Legal and internal stakeholders. 

 

Duties and Responsibilities

• Provide administrative support to the General Counsel and assist the Associate General Counsel, Corporate Counsel, and other Legal Department staff as needed.
• Serve as the primary administrative point of contact for the Legal Department with internal departments and external parties.
• Manage calendars, schedule meetings, coordinate conference calls, and assist with meeting agendas and minutes.
• Arrange department events and other logistical needs for the Legal Department.
• Maintain organized electronic and physical legal files, ensuring accurate document control and version tracking.
• Support Legal Department intake and tracking processes for contracts and legal requests, and oversee contract routing, signature coordination, and execution tracking.
• Track legal deadlines, key dates, and reminders using calendaring and tracking systems.
• Support litigation and claims management activities by assisting Legal Department staff and Outside Counsel with document coordination and administrative tasks.
• Assist the Legal Department staff with invoice processing, legal spend tracking, expense reporting, and maintaining legal department budget records.
• Assist General Counsel with corporate governance material formatting and assembly.
• Draft and format correspondence, memoranda, presentations, and reports for internal and external use.
• Assist with special projects and administrative initiatives as assigned by General Counsel.
• Provide general operational support to ensure the Legal Department runs efficiently and consistently.

Required Education or Certification

• Associate’s or Bachelor’s degree in Business Administration, Legal Studies, Paralegal Studies, or related field is preferred.
• 3+ years of administrative experience, preferably supporting a legal department, law firm, or multinational company.

Required Experience and Skills

• Exceptional organizational and document management skills with high attention to detail.
• Highest level of discretion, sensitivity and integrity in handling confidential information.
• Able to operate efficiently in a fast-paced corporate environment.
• Strong problem-solving skills with the ability to communicate decisions proactively.
• High level of professionalism and integrity when interacting with individuals at all levels.
• Ability to prioritize, multi-task, exercise flexibility and work independently with minimal direction.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, and Outlook) and experience with document-management or contract management systems preferred.
• Bilingual proficiency in English and Mandarin preferred.

Required Competencies

• Customer Focus:
  • Follows up with customers to ensure problems are solved.
  • Independently anticipates and meets customer needs.
  • Internalizes customer feedback and provides innovative ideas to meet their future needs.
  • Searches for ways to improve customer service.
• Ensures Accountability
  • Follows through on commitments.
  • Monitors progress of performance and changes approach accordingly.
  • Takes ownership of own work.
  • Takes responsibility for successes and failures in own work.
• Collaborates
  • Encourages unity rather than “us vs. them” thinking.
  • Involves others as appropriate to accomplish individual and group goals.
  • Shares information with others so there are no surprises.
  • Welcomes and acknowledges the ideas and input of others.
• Communicates Effectively
  • Adjusts communication content and style to the audience and a diverse set of stakeholders.
  • Breaks down communication barriers between others.
  • Encourages candid and open communication among groups.
  • Practices active and attentive listening skills to verify understanding.
• Manages Complexity
  • Assesses complex issues from multiple angles in order to get the complete picture.
  • Evaluates the potential consequences and implications of different options.
  • Identifies the underlying issues and root causes of problems.
  • Incorporates new information and concepts when solving problems.
• Strategic Mindset
  • Considers how own actions can help the organization succeed.
  • Considers how the workgroup’s performance may be improved in the future.
  • Pays attention to trends and issues that may impact own work in the future.
  • Understands how own work fits into the bigger picture and strategy.
• Persuades
  • Links ideas and recommendations to needs of colleagues and stakeholders to gain their support.
  • Offers useful ideas for positioning issues and persuading others.
  • Provides good reasons for ideas and suggestions.
  • Shares own point of view with confidence.
• Instills Trust
  • Displays consistency between words and deeds.
  • Follows stated policies and practices.
  • Is honest and direct in dealing with people.
  • Is reliable; can be counted on to honor agreements and commitments.

Safety

Must embrace safety as a personal best practice by adhering to all safe work practices and following all applicable rules and regulations. 100% participation in safety training activities is required.