Legal Administrative Assistant

Omya Inc.; Cincinnati (OH); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical, Dental & Vision Insurance

401(k) with Company match

Paid Time Off & Holidays

Job summary

Omya Inc. seeks an experienced Administrative Assistant to support the Senior Legal Counsel at the Americas Headquarters. This two-year temporary role involves drafting materials, proofreading, editing, and coordinating meetings and travel while maintaining confidential records.

The candidate will manage multiple priorities in a fast-paced environment, using SAP for purchasing and supporting daily legal operations with discretion and accuracy.

Qualifications

• Strong proficiency in Microsoft Office applications and office-related software.
• Associate’s degree and at least five years of administrative support experience.
• Ability to handle sensitive and confidential information with professionalism.

Responsibilities

• Independently organize and prioritize workload for department members and staff.
• Prepare materials, proofs, edit documents for accuracy and clarity.
• Coordinate meetings, travel, calendars, and filing systems.
• Answer calls, provide information, and direct inquiries appropriately.
• Support day-to-day legal department operations and special projects.

Skills

Microsoft Office

Document proofreading

Communication skills

Multitasking

Discretion with confidential info

Education

Associate's degree

Tools

SAP

Job description

BASIC FUNCTION:

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.

EEO 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 Omya is a leading global producer of industrial minerals and a worldwide distributor of specialty materials. Our company was founded 140 years ago and remains a privately‑owned, independent company headquartered in Switzerland but with offices and plants in more than 50 countries. When you join Omya, you become part of a global team that uses its creativity, expertise and experience to make a difference to people's lives. Thinking of Tomorrow means focusing on the challenges of the future and how we can develop mineral products to solve them. This is a collaborative environment where people work towards common goals, with a common purpose Our purpose, combined with our values of modesty, courtesy, integrity and perseverance, is the foundation of our business. Our values are relevant to our lives, not just our work. All Omya employees, partners and suppliers are bound by a Code of Conduct which reflects our values and guides our behavior.