Executive Assistant, North America Legal Team

Kimberly-Clark•Chicago, IL

3d•$72,260 - $85,380•Hybrid

About The Position

This role supports the VP and the KCNA Legal Team, managing calendars, finances, and operational cadence. The Executive Assistant will act as a key point of contact, manage department resources, and prepare various documents and presentations. The position requires a proactive individual with strong organizational and communication skills, comfortable working in a hybrid environment and handling confidential information. The company is dedicated to creating 'Better Care for a Better World' and values sustainability, inclusion, and employee development.

Requirements

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 working in a hybrid environment with an in-office expectation in Chicago (Tuesdays and Wednesdays preferred).
Proactive mindset, ability to anticipate needs, and willingness to have difficult but respectful conversations with senior stakeholders.

Nice To Haves

Previous experience supporting Legal teams or working as a legal secretary/paralegal.
Experience with legal billing and matter management systems (e.g., Onit, LegalTracker).
Experience managing law firm spend, accruals, and budget coordination.
Familiarity with SAP, Concur, Coupa, and other enterprise finance/travel tools.
Strong PowerPoint and document-polishing skills; ability to produce executive-ready materials.
Interest in leveraging AI tools (e.g., Copilot) to improve productivity and document quality.

Responsibilities

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.
Manage the monthly legal accrual reporting process for law firms and other vendors working in close collaboration with the legal operations team.
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.
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.