Legal and Corporate Affairs Coordinator

Company Summary

Ushio America, Inc., a subsidiary of Tokyo Stock Exchange-listed Ushio Inc., seeks a Legal and Corporate Affairs Coordinator to provide operational and administrative support across the company's legal, human resources, and corporate governance functions. This role reports directly to the Vice President, General Counsel, Corporate Secretary and Human Resources and serves as the primary point of coordination for legal operations, HR administration, compliance tracking, and corporate records management in a multi-state, international corporate environment.

The ideal candidate is an exceptionally organized professional with strong written communication skills, meticulous attention to detail, and the ability to work semi-independently supporting a solo in‑house legal department. This position offers broad exposure to corporate legal operations, cross‑border coordination with a Japanese parent company and European affiliates, and meaningful ownership of key administrative systems and processes.

• Administer the company's contract management system, including routing contracts for review and signature, tracking execution status, and maintaining the contract log.
• Manage the lifecycle of non‑disclosure agreements, commercial contracts, vendor contracts, and intercompany agreements, including circulation of drafts, follow‑up with counter parties, filing of executed copies, and flagging renewal and expiration dates.
• Prepare and file corporate formation and maintenance documents with the California Secretary of State and other applicable state authorities, including annual reports, statements of information, and registered agent updates.
• Support corporate governance administration, including collecting signatures on written consents and maintaining the corporate minute book.
• Coordinate commercial insurance program administration, including obtaining and maintaining certificates of insurance, organizing and maintaining policy documentation, and assisting with the collection of data required for annual policy renewals.

• Provide administrative support to the HR function as needed.
• Support compliance with applicable U.S. federal, state, and local employment laws and employer mandates by coordinating related HR processes (e.g., required notices/postings, wage and hour recordkeeping support, and accommodations/interactive process tracking).

• Own the full lifecycle of mandatory compliance training programs, including anti‑harassment training (two‑hour course for managers and supervisors; one‑hour course for non‑supervisory employees, per California law), workplace violence prevention, data privacy, and any parent company‑mandated training.
• Accurately assign training to the correct employee populations based on classification, track completion status, send reminders for outstanding assignments, and elevate non‑completions to appropriate managers.
• Maintain training completion records and documentation sufficient to demonstrate compliance in the event of an audit, regulatory inquiry, or litigation.
• Support J‑SOX internal audit documentation tracking as directed.

• Design, implement, and maintain the nomenclature and organizational structure of the company's legal and HR filing systems on the corporate server.
• Establish and enforce consistent naming conventions, folder structures, version control protocols, and document retention schedules in compliance with applicable federal and state record retention requirements.

• Provide administrative and logistical support for corporate transactions, including maintaining closing checklists and coordinating document execution.

• Minimum of 3-5 years of experience in corporate legal operations, HR administration, corporate governance support, or a closely related business operations role.
• Prior experience working in a corporate legal department, corporate secretary's office, or compliance function…