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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 
Skills:  
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

Requirements:

- 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

If you do not see a position in your area of expertise, please provide us with your resume and contact information for future consideration. Please understand you are not applying for a specific job opening at this time; however, you may be considered for a future opening. We will keep your record on file for 1 year at which time you may revisit our website and update your resume profile. We encourage you to check our web site for future openings and respond to any postings for which you may be qualified.

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