HQ General Affairs Associate

Job Type: Location Type: Not Specified

 

Description

Summary of the Position:

The General Affairs Assistant provides vital administrative and clerical support to the General Counsel and Legal Department, with a primary focus on document management, internal coordination, and compliance tracking. This position requires a high level of organization, attention to detail, and the ability to collaborate effectively across departments. The ideal candidate will be proactive, reliable, and capable of handling sensitive information with discretion.

Job Responsibilities:

• Organize, scan, file, and maintain legal and confidential documents, including contracts, agreements, NDAs, and licenses.
• Monitor and track expiration dates and renewal timelines for contracts and other time-sensitive files.
• Prepare and compile document binders, summaries, or reports as requested.
• Schedule and coordinate meetings for the General Counsel with internal departments or external partners.
• Draft and distribute meeting invitations, reminders, and follow-up communications.
• Maintain logs and tracking systems for legal communications, document submissions, and record updates.
• Track and organize legal service invoices, billing documents, and vendor correspondence.
• Assist in collecting signatures, approvals, or completed forms from store and department managers.
• Maintain current records for business licenses, certificates of insurance, and government notices.
• Organize and maintain shared drives and filing systems for the Legal and General Affairs departments.
• Assist in formatting, proofreading, and organizing legal and compliance documents.
• Handle courier services, certified mail, and track delivery of time-sensitive legal documents.
• Provide basic research support related to legal topics or company policies.
• Perform other related duties as assigned to support the efficient operation of the department.
• Adhere to all confidentiality standards and internal policies set by the Legal and General Affairs departments.

Requirements

• 1 to 5 years of administrative or clerical experience, preferably in a legal, compliance, or office management setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office applications.
• Strong written and verbal communication skills, including professional business writing and email etiquette.
• Ability to manage multiple priorities with a proactive approach and meet tight deadlines.
• High level of integrity and discretion when handling confidential or sensitive information.
• Excellent organizational skills and keen attention to detail.
• Strong time management and follow-through; must be reliable and punctual.

Certificates & Licenses: none.

Language Ability:

• Speak, Read and Write English fluently is must
• Japanese or Spanish bilingual skill will be plus