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Administrative Assistant

Job Code:  2749
Location: SAN JOSE, CA US
Travel Involved: None
Job Type: Full Time
Job Level:  See posting requirements below
Education: Bachelor's Degree 
Category: Administrative and Support Services, Legal, Semiconductor
Position Summary:

- Provide Administrative Assistance to the Executive Director and Associate General Counsel of Global Employment and Immigration.
- Provide Administrative Assistance to the Associate General Counsel of Commercial and Contracts Group.
- Provide Calendaring, Travel, Phone, and Webex support for both teams.
- Provide Administrative Assistance to the Immigration and Employment team.
- Provide Administrative Assistance to the Commercial Contracts team.
- Create reports, order office supplies, and assist with submitting purchase requisitions and payment of invoices for contractors and law firms. 
- Track subscriptions and memberships.
- Maintain confidentiality of information and documents.
- Use the Serengeti system to prepare and update case matters and quarterly budgets, particularly with respect to litigation and claims for both groups.
- Assist Legal Department with Process Improvements.
- Assist Legal Department with a variety of strategic projects such as updating internal legal website periodically.
- Assist with Telephone support/coverage for both groups and General Counsel Admin backup.
Employment and Immigration
- Work closely with outside counsel, global human resources managers and executive leadership team on employment law advice and litigation matters and immigration issues. 
- Assist with creation and management of subpoena review and response system.
- Familiarity with nonimmigrant processes including: B-1, H-1B, F-1, OPT and CPT, J-1s/H-3s, O-1, L-1 (including Blanket), TN, E-3, Consular visa processing.
- Familiarity with green card applications, PERM labor certification and adjustment of status processes.
- Assist Paralegal with initiation of immigration case petitions, document gathering and filing and posting documents.
- Assist with drafting visa and immigration related applications, petitions, letters and affidavits.
- Assist with and coordinate responses to document production requests and other global employment litigation matters.
- Assist with the coordination of postings for the PERM and NIV processes.
- Assist with the coordination of recruitment efforts for PERM process and maintain evidence of recruitment efforts

Contracts and Commercial
- Process documents for signature via DocuSign and assist contractors with systems and applications
- Maintain Commercial Legal Share Drive – organize folders, approval policies, and access requests
- Upload and file contracts, insurance certificates, other documents and open, close and update records in contract database as needed
- Coordinate cube, space, application access for commercial attorney staff and contractors
- Complete documentation and forms to interview and hire attorneys
- Revise contracts, templates and policies as instructed by attorneys
- Process expense requests for reimbursement and maintain expense reports for cardholders in commercial group


- BS or BA degree required
- 6-8 plus years of experience as a legal administrative assistant; law firm experience required, employment litigation and/or immigration, commercial and contracts experience preferred.  Prior in-house experience also helpful.
- Knowledge of procedural requirements for various types of nonimmigrant and immigrant visas also preferred.
- Knowledge of and/or experience working with contracts and commercial practice preferred.
- Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment, utilizing excellent judgment, administrative abilities, and decision-making skills.
- Demonstrated ability to focus on client service. 
- Provides high level of client service ensuring customer satisfaction
- Possesses excellent organizational, analytical and writing skills.
- Takes initiative to identify priorities and seek guidance, if needed.
- Manages work with a large degree of independence
- Demonstrates flexibility and initiative regarding assignments for self and team.
- Contributes to positive work environment
- Displays professionalism, quality service and a positive attitude to internal members/departments of the Company  as well as external clients and vendors.  Excellent oral and written communications.
- Candidate must be able to compile and analyze data and furnish information in report, written, and verbal formats
- Prior experience using the Serengeti Tracker System preferable.
- Highly proficient in MS Office Suite (Word, Outlook, Excel, Power Point).

Maxim is an EEO/AA Employer

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