Hybrid - Administrative Assistant (support EVP) [02024]

$50,627 - $87,360/Yr

Leadstack - Culver City, CA

Full-time - Entry Level

Culver City, CA

Administrative and Support Services

About the position

The Administrative Assistant IV position is designed to provide comprehensive support to the Executive Vice President (EVP) and Deputy General Counsel, along with up to three attorneys in the Corporate Legal group. This role involves managing schedules, facilitating meetings, and ensuring effective communication across departments, all while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Prioritizing and facilitating meetings, action items, and tasks for executives supported, often in coordination with other senior-level executives' priorities and calendars.
• Scheduling and preparing for meetings, including conference room reservations, agendas, calendar invites, and distribution of pertinent documents.
• Creating, revising, and redlining documents, including complex Word, Excel, and Adobe Acrobat files with advanced usage.
• Using various cloud-based applications for tasks such as gathering electronic signatures and accessing corporate databases.
• Managing documents and facilitating the flow of information between departments and key stakeholders, with attention to time-sensitive follow-ups.
• Managing records storage, both digital and paper, and coordinating with staff regarding shared files.
• Arranging travel, offsite meeting planning, and all aspects of team meetings/events.
• Processing related expense reports on a timely basis.
• Keeping the EVP apprised of staff matters and handling phone coverage.
• Maintaining a relationship with other legal groups and support departments such as IT, copy services, and facilities.
• Performing other general administrative duties such as updating databases, managing subscriptions, and ordering office supplies.

Requirements

• Minimum 5+ years of experience in an executive assistant-type capacity with a large corporation or law firm.
• Ability to execute in a dynamic, fast-paced environment and multitask effectively while maintaining confidentiality.
• Initiative to prioritize changing workloads and maintain a solutions-oriented mindset.
• Demonstrated critical thinking skills and the ability to proactively identify issues and make timely decisions.
• Ability to meet the differing needs of various managers and provide unique support as required.
• Effective collaboration with all levels of the organization and willingness to contribute beyond assigned responsibilities.
• Attention to detail and ability to deliver accurate work products efficiently.
• Professionalism and ability to instill trust in others.
• Excellent communication, interpersonal, and organizational skills.
• Proficient computer skills, specifically in MS 365 Product Suite and Adobe Acrobat.