Administrative Assistant, Legal

Description

Ranked in the Top 20 of the Forbes Best-In-State Companies in 2026, Sun World International is a California-based agriculture and technology firm engaged in fruit variety development, technology, intellectual property, and licensing. Technology and IP pursuits include one of the world’s leading fruit breeding/genetics programs, a broad-based portfolio of plant patents and trademarks and investments in agriculture technology start-ups benefiting its global licensees. The Company prizes creativity, innovation, and an entrepreneurial spirit. Its people strive for excellence by demonstrating leadership, passion, kindness, authenticity, courage, initiative, and curiosity.  

We are seeking a highly organized and detail-oriented Administrative Assistant, Legal to support our global Legal team with a wide range of administrative and office support tasks. This person will assist the Legal Department in achieving its goals by providing efficient and comprehensive support to Legal Staff and its clients (internal & external). Ensuring the smooth operation of the Legal Department. 

The ideal candidate will play a key role in maintaining efficient office operations, including handling communications (internal & external), meeting scheduling, calendar coordination, travel scheduling, document management, updating task lists, preparing PowerPoint presentations under direction, processing invoices and preparing meeting minutes.

Key Responsibilities:

• Provide comprehensive support to the Legal team by managing meetings, preparing agendas, assisting in amending agreements, and coordinating calendars.
• Facilitate clear and effective communication both internally and externally to ensure alignment and information flow across teams and outside counsel.
• Serve as the first point of contact for internal and external communications (phone, email, in-person).
• Maintain and organize office files, records, and correspondence.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare and edit documents, reports, and presentations.
• Order and manage office supplies and inventory.
• Process documents and signatures as requested internally and externally. 
• Serve as the primary document courier logistic contact for the department. Prepare and provide DHL and UPS shipping labels, and monitor/track parcel courier for effective delivery management.

Invoice Processing:

• Receive, review, and process vendor invoices in a timely and accurate manner.
• Match purchase orders, delivery receipts, and invoices for proper documentation.
• Enter invoice data into the accounting or ERP system.
• Monitor outstanding payments and follow up on discrepancies or missing documentation.
• Work closely with the finance or accounts payable department to ensure timely payment and resolve issues.

Requirements:

• High school diploma or GED required. 
• 3 - 5 years of experience as an Administrative Assistant.
• Experience with invoice processing.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and office management systems.
• Strong organizational and time-management skills.
• Self motivated. 
• Excellent videoconference (Teams) meeting skills, with ability to share various types of documents with participants and run presentations for presenters. 
• Attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Availability to work flexible hours when needed. 

  Preferred Skills:

• Associates or Bachelors degree. 
• Experience with accounting or ERP software (e.g., QuickBooks, SAP, NetSuite). 

Work schedule: 100% onsite Monday through Friday.

Hours: 8:00am - 5:00pm with a 1 hour lunch. Of note: Most working hours will be business hours Pacific time; however, up to 5 flexible hours per week are required for weekly meetings with attendees around the world. 

Pay range: $23.63 to $25.00 per hour + bonus + benefits

Sun World International LLC is an Equal Opportunity Employer, and we value diversity. The company does not discriminate based on race, color, religion, sexual orientation, gender identity, national origin, age, disability, veteran status or any other characteristic forbidden under federal, state or local law.