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Executive Assistant in Irvine, CA at Kia Motors America

Date Posted: 9/16/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Irvine, CA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
    9/16/2018

Job Description

SUMMARY
Provide administrative and clerical support to the Executive Vice President/General Counsel and Executive Director, Legal Affairs/Associate Counsel to ensure their schedules, communications, and current projects/matters are handled promptly and accurately. Perform legal and administrative duties to support the entire department which is made up of attorneys, paralegals, and engineers. Areas of legal matters will include product litigation, warranty, dealer development, employment, regulatory compliance, and marketing/contracts. Responsibilities are related to legal case management, billing, preparing reports and presentations, troubleshooting, office support, and other ad hoc activities. Establish well-organized procedures and ensure overall department functions are efficient and effective.

MAJOR RESPONSIBILITY

  • Executive Support: Provide administrative and clerical support to Executive Vice President/General Counsel and Executive Director, Legal Affairs/Associate General Counsel. Main responsibilities include answering phone calls, managing schedules, planning meetings, preparing reports, and assisting with completion of projects and presentations in a timely manner. Other tasks include arranging travel, maintaining filing system for confidential documents, processing business expenses, and planning executive luncheons and dinners.
  • Legal Responsibilities: Assist KMA attorneys and paralegals with case research, document preparation, reporting, closing cases, and filing. Maintain legal management system (Onit) and act as point of contact for outside counsel. Main responsibilities include receiving lawsuits and other legal documents, entering lawsuit data in system, retaining outside counsel, responding to billing inquiries, and approving case budgets / timekeepers / invoices. Other tasks include processing outside counsel billings, KMC and KMMG product litigation and warranty reimbursements, and case settlements.   
  • General Responsibilities: Perform general responsibilities that keep the department functioning efficiently and effectively. Responsible for assisting with department budget management and processing invoices in SAP. Support department team members by ordering office supplies, submitting work orders, troubleshooting, distributing mail, handling shipping requests, and assisting with travel and business expenses. Other tasks include setting up department meetings and trainings, sending department notices, assisting with new hires/interns, and collaborating with other departments on ad hoc projects.   

JOB REQUIREMENTS:

  • BA degree or equivalent combination of education and work experience required.  Degree preferred.

Overall Related Experience:

  • 3+ years administrative experience supporting an executive required.
  • 5+ years administrative experience required.


Directly Related Experience:

  • Work experience at a large firm or corporate office required.
  • Experience in a Legal department highly preferred.
  • Automotive industry experience a plus.


SKILLS

  • Microsoft Office (Word, Excel & PowerPoint)
  • Excellent written and verbal communication skills
  • Strong organizational skills with ability to prioritize projects
  • Detail-oriented and proactive
  • Ability to adapt to change of priorities
  • SAP, Siebel, & AS400 experience a plus
  • Given the confidential nature of Legal Department work, discretion and the ability to maintain strict confidentiality is required.
  • Good judgment, "gatekeeping" and decision making skills


KIA MOTORS AMERICA is a dynamic company that is ideal for professionals who seek to accelerate their careers. Based in one of the nation’s most desirable communities in Southern California. Our outstanding benefits package includes 100% paid health insurance, 401(k) plan, plus much more. EOE M/F/D/V. For more information about Kia, please visit our website at http://www.kia.com/