Legal Administrative Specialist

Caterpillar Inc.•Nashville, TN

5d•Onsite

About The Position

Caterpillar Inc. is seeking an experienced Legal Administrative Specialist to support Law Security & Public Policy leaders in Nashville, Tennessee and their respective teams. This role involves performing operational and administrative legal tasks under lawyer and paralegal direction, as well as providing general administrative support to the legal team. The position is based in Nashville, TN, and requires working onsite five days a week. Caterpillar is committed to building a better world and offers a rewarding career with a comprehensive total rewards package.

Requirements

Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
Confidentiality: Awareness of the importance of confidentiality to business and legal functions. Knowledge of basic practices governing disclosure of legal and business information. Ability to apply this knowledge to diverse situations, learning the organization’s policies and procedures on confidentiality and using the appropriate tools to maintain confidentiality.
Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner. Conduct themselves with diplomacy and professionalism, and enjoy meeting and helping people.
Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.
Office Administration: Knowledge of office administration activities; proficient in carrying out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
Microsoft Office: Advanced knowledge of Microsoft Office products (Microsoft Outlook, Excel, and PowerPoint); Advanced levels of understanding and skill in modifying software applications, utilizing advanced functions in word processing or spreadsheet applications, and advanced graphics.

Nice To Haves

Bachelor’s degree and/or significant experience supporting leaders of departments and organizations as well as large and diverse teams.
Previous experience within the legal field and with legal tools, including document management systems.
Experience in team process design, deployment, and management.
Basic knowledge of and experience with other Microsoft Office tools like Copilot, Forms, Viva Engage, etc.
Basic knowledge of and experience with Artificial Intelligence as a productivity tool.
Spanish and/or Portuguese language capability.

Responsibilities

Perform operational, administrative legal tasks under lawyer and paralegal direction.
Monitor emails and electronic notices and route to lawyers and paralegals by jurisdiction/state.
Run conflict checks for customer, co‑borrower, guarantor, and third parties; escalate conflicts per protocol.
Scan, route, and log checks; issue receipt notices.
Create new matters in matter management system.
Manually key items for invoices from law firms not on e-billing system.
Schedule meetings, organize, and maintain calendars for team members.
Make travel arrangements, such as booking flights, transportation, hotels, and managing expense books.
Prepare presentation materials and display presentation material in various meetings.
Plan and execute team events.
Liaise with internal clients, other corporate departments, and outside counsel.