Job Details

Administrative Assistant, Legal

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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.

Responsibilities

• 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.
• Serve as the primary document courier logistics contact for the department and manage parcel courier labeling (DHL, UPS) to ensure effective delivery management.
• 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.

Hours

8:00?am5:00?pm with a 1?hour lunch.

Pay range

$23.63 to $25.00 per hour + bonus + benefits.

Equal Opportunity Employer

Sun World International LLC is an Equal Opportunity Employer, and we value diversity. The company does not discriminate based on race, color, religion, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic forbidden under federal, state or local law.