Executive Assistant, North America Legal Team

Executive Assistant, North America Legal Team

Job Description

You’re not the person who will settle for just any role. Neither are we. Because we’re out to create Better Care for a Better World, and that takes a certain kind of person and teams who care about making a difference. Here, you’ll bring your professional expertise, talent, and drive to building and managing our portfolio of iconic, ground-breaking brands. In this role, you’ll help us deliver better care for billions of people around the world. It starts with YOU. 

 

In this role, you will:

• Manage the VP’s active calendar, responding to requests for time and rescheduling when necessary.
• Manage the KCNA Legal Team’s calendar, support team members’ scheduling needs and manage the team’s overall operating cadence.  
• Manage and report on spending for law firms and other vendors through the Onit e-billing platform. Familiarity with spend management platforms and SAP is preferred.
• Manage the monthly legal accrual reporting process for law firms and other vendors working in close collaboration with the legal operations team. Familiarity with legal e-billing and matter management software (e.g., LegalTracker, Onit) is preferred.
• Manage budget coordination for the VP by reviewing and completing monthly cost center reports, reviewing and updating quarterly forecasts, and developing the annual budget.
• Manage submission, tracking and advocacy for internal “Deliver Results” program designed to capture, measure and recognize legal initiatives that create and protect value.  
• Manage expense reporting and travel planning for the VP and KCNA Legal Team. Familiarity with expense and travel software is preferred (e.g., Concur).
• Partner with the VP and the KCNA Legal Team to arrange and schedule virtual or in-person meetings, including coordinating the agenda, preparing and printing meeting materials, coordinating with any outside participants, scheduling the meeting space required, providing competent IT trouble shooting, and arranging catering.
• Act as the point person for department requests for information, requiring knowledge of the people and roles in the organization.
• Update and maintain the KCNA legal SharePoint site.
• Work closely and effectively with the VP to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Develop and maintain a comprehensive understanding of department and enterprise policies, procedures, and department members’ methods of operation to effectively and efficiently conduct duties and responsibilities.  
• Provide a bridge for smooth communication between the KCNA Legal Team, broader Global Legal Team, internal business and functional stakeholders, and outside partners by demonstrating professionalism to build credibility, trust, and support.
• Prepare and format PowerPoint presentations, non-routine letters, memos and various reports requiring knowledge of formatting and word processing as well as internal procedures, policies, and organization.
• Assist with printing and assembling documents for review.
• Maintain accurate records and files for easy retrieval when information is requested or needed.
• Learn and leverage AI tools to facilitate efficient creation and optimization of documents, slides, etc. (e.g., Copilot)
• Order department office supplies and equipment.
• Oversee onboarding for new team members.
• Work with other executive assistants across the organization to share best practices and coordination of calendars.

 

About You

You perform at the highest level possible, and you appreciate a performance culture fueled by authentic caring.  You want to be part of a company actively dedicated to sustainability, inclusion, wellbeing, and career development.
 

In one of our professionalroles, you’ll focus on winning with consumers and the market, while putting safety, mutual respect, and human dignity at the center.

To succeed in this role, you will need the following qualifications:

Required Qualifications:

• 5+ years of experience providing administrative support to VP+ or executive-level leaders in a corporate environment.
• Proven experience managing complex executive calendars, prioritization, and scheduling across multiple stakeholders.
• High level of discretion and proven ability to handle highly confidential information.
• Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Excellent organizational, time management, and attention-to-detail skills.
• Strong written and verbal communication skills; ability to interact confidently with senior leaders.
• Comfortable