Hybrid - Administrative Assistant (support EVP) [02024]

$50,627 - $87,360/Yr

Leadstack - Culver City, CA

Full-time - Entry Level

Culver City, CA

101-250 employees

Administrative and Support Services

About the position

The Administrative Assistant IV will provide comprehensive support to the Executive Vice President (EVP) and Deputy General Counsel, as well as up to three attorneys in the Corporate Legal group. This role is crucial for managing executive schedules, facilitating communication, and ensuring the smooth operation of the legal department.

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 which includes conference room reservation and prep, agendas, calendar invites, and distribution of pertinent related documents
• Creating, revising, and redlining documents, including complex Word, Excel, and Adobe Acrobat files with a mastery of advanced usage, and word processing extensive handwritten comments and changes quickly and accurately
• Using various cloud-based applications for specific tasks such as gathering electronic signatures, accessing corporate databases, etc.
• Managing documents and facilitating the flow of information between different departments and key stakeholders (verbal and written), with attention to time-sensitive follow-ups
• Managing records storage, both digital and paper, including coordination with other 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 EVP apprised of staff matters
• Handling phone coverage and managing executive office area including in-person visitors
• Maintaining a relationship with and knowledge of other legal groups and of support departments such as IT, copy services, facilities, mailroom, etc.
• Other general administrative duties (updating databases, creating and maintaining organizational distribution lists, managing subscriptions, ordering office supplies, processing mail, copying, filing, etc.)
• Miscellaneous duties as required

Requirements

• Minimum 5+ years of experience in an executive assistant-type capacity with a large corporation or law firm
• Execute in a dynamic, fast-paced environment and multitask with ease, while maintaining in strictest confidence and handling with discretion all matters handled by department
• Take initiative, prioritize changing workload effectively, and maintain a solutions-oriented mindset
• Demonstrate critical thinking skills, proactively identify issues, and make timely decisions
• Meet the differing needs of different managers, recognizing that each requires unique support
• Effectively collaborate with all levels of the organization and contribute beyond your range of responsibilities when necessary
• Work efficiently while maintaining attention to detail and delivering accurate work product
• Exercise professionalism and instill trust
• Excellent communication, interpersonal, and organizational skills
• Proficient computer skills, specifically MS 365 Product Suite and Adobe Acrobat

Benefits

• Unlimited PTO
• Volunteer opportunities
• Medical plans with partial premium coverage
• Dental and vision insurance
• Free gym membership
• Commuter benefits