Executive Assistant - KCNA Legal

at  KimberlyClark

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.
We are looking for a team-oriented, highly organized, and accountable problem solver to provide a full range of administrative support to the Vice President, Deputy General Counsel, KCNA North America and members of the KCNA Legal Team. The ideal candidate will have sound time management and prioritization skills and a growth mindset along with a track record of building interpersonal relationships with employees at all levels of the organization while upholding a high level of confidentiality and discretion
In this Executive Assistant role, you will report directly to the VP but work collaboratively with other leaders and executive assistants.

ABOUT US

Huggies®. Kleenex®. Cottonelle®. Scott®. Kotex®. Poise®. Depend®. Kimberly-Clark Professional®. You already know our legendary brands—and so does the rest of the world. In fact, millions of people use Kimberly-Clark products every day. We know these amazing Kimberly-Clark products wouldn’t exist without talented professionals, like you.
At Kimberly-Clark, you’ll be part of the best team committed to driving innovation, growth and impact. We’re founded on more than 150 years of market leadership, and we’re always looking for new and better ways to perform – so there’s your open door of opportunity. It’s all here for you at Kimberly-Clark.

IN THIS ROLE, YOU WILL:

• Manage the VP’s active calendar, responding to requests for time and rescheduling when necessary. Also maintain the KCNA Legal Team’s calendar and meeting cadence and support team members’ scheduling needs.
• Prepare, submit, and track purchase orders to manage spend for law firms and other vendors. Familiarity with spend management platforms (e.g., Coupa) and SAP is preferred.
• Manage the monthly legal accrual reporting process for law firms and other vendors working in close collaboration with finance business partners and 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 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 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.
• 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; Act as the point person for department requests for information, requiring knowledge of the people and roles in the organization.
• 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 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; Order department office supplies and equipment; Oversee onboarding for new team members.

In one of our professional roles, 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:

• Two years college or equivalent experience
• 6+ years or more administrative support in a corporate environment, supporting VP+ executives. Prior experience supporting legal teams as well as managing outside counsel spend and vendors is a plus.
• Proficiency with Microsoft 360 (Outlook, Teams, Word, Excel, PowerPoint, etc.) and Adobe/Foxit; and willingness to learn Concur, SAP, Coupa, and Onit, among others.
• Experience arranging travel, meetings, catering, and general office organization Adept interpersonal skills and the ability to build relationships with cross-functional and business stakeholders, including internal staff and external partners.
• Demonstrated proactive approach to problem-solving with sound decision-making capability and proven ability to handle highly confidential information with discretion.
• Willingness to work overtime, on occasion