Executive Assistant - Legal

$85,000 - $100,000/Yr

Lambda Legal - Los Angeles, CA

Full-time - Entry Level

Remote - Los Angeles, CA

About the position

The Executive Assistant - Legal at Lambda Legal is a vital role that supports the Chief Legal Officer (CLO) in managing confidential communications, budget planning, and departmental operations. This position is designed to enhance the CLO's efficiency and effectiveness in overseeing the Legal Department's essential functions, including travel arrangements, calendar management, and interdepartmental coordination. The role requires a proactive approach to problem-solving and a commitment to the mission of Lambda Legal, which advocates for the civil rights of the LGBTQ+ community and individuals living with HIV.

Responsibilities

• Support preparation of Legal Department agendas and presentations for All Staff meetings.
• Support departmental budget preparation and expense management, and prepare CLO's monthly expense reports.
• Manage the CLO's calendar, including scheduling/arranging meetings, sending invitations and reminders when needed, and arranging for presentation materials.
• Coordinate executive travel, hotel, and car reservations, including verifying required travel documentation, determining timelines and processes to obtain necessary documentation.
• Support production of written materials, including initial drafting, review and proofreading, and other assistance as requested.
• Undertake special research and writing projects as assigned.
• Participate in Legal Department meetings and maintain records, as needed.
• Meet regularly with the Legal Administrative Manager to coordinate departmental operations and support functions, including expense tracking, contract management, coordination with the People & Culture and Finance departments, and other functions that support Legal departmental operations.
• Assist with payments to vendors, as requested.
• Filing, scanning, copying, and management of documents, as needed.
• Participate in interdepartmental meetings and committees as directed by the CLO.
• Support troubleshooting of technology problems with support from Information Technology staff.
• Other duties as assigned.

Requirements

• At least 15 years of related work experience, including at least 5 years supporting senior staff.
• Experience in a law practice environment is preferred.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint).
• Experience with WestLaw and/or iManage is a plus.
• Effective at time management and balancing multiple tasks, conflicting priorities, and tight deadlines.
• Strong organizational skills with high attention to detail and accuracy.
• Experience supporting budget planning and management, scheduling meetings, and managing calendars.
• Proactive, self-directed, and adept at problem-solving.
• Accustomed to maintaining the confidentiality of sensitive information.
• Excellent written and oral communication skills.
• Ability to quickly establish trust and professional working relationships with colleagues and external partners.
• A positive and receptive attitude towards constructive feedback.
• Strong work ethic and a purpose-driven commitment to the mission of Lambda Legal.

Nice-to-haves

• Prior work on behalf of the LGBTQ+ community and/or people living with HIV is highly desirable.
• Experience working with other historically marginalized communities (in a professional or volunteer capacity) is also desirable.

Benefits

• Medical benefits that begin on your start date
• Dental, Vision, and Life insurance (effective 30 days from your start date)
• Short & Long-Term Disability plans (effective 30 days from your start date)
• 403(b) Retirement Plan (employer contribution and matching program begins after 90 days of employment)
• Paid Time Off: Paid Vacation (15 Days), Sick Leave (12 Days), Personal Leave (3 Days), Religious Observance Leave (3 Days), Bereavement and Bereavement Anniversary Leave, Floating Holiday (1 Day), 12 paid holidays and 5 early office closures
• Flexible Spending Account (FSA/DC FSA) and Commuter Benefits
• Health Reimbursement Account
• $50 monthly mobile phone reimbursement
• Summer Fridays from Memorial Day to Labor Day
• Premium subscription to the Calm App
• Paid sabbatical after 7 years of service at Lambda Legal (4 weeks for non-exempt positions and 8 weeks for exempt positions)