Administrative Assistant, Legal & Business Affairs

Mattel•El Segundo, CA

16h•Onsite

About The Position

We’re seeking a talented and highly organized Administrative Assistant to support the Entertainment & Media group within Mattel’s Legal & Business Affairs (LBA) team. This position is responsible for providing day-to-day administrative support to the LBA Entertainment & Media team, which supports Mattel Studios, Mattel Digital Studios, Experiences, Rights Management, and Music, among other businesses. Successful candidates will be detail-oriented, proactive self-starters who thrive in a fast-paced, high-energy environment and can anticipate the needs of the team. This position is located at Mattel’s headquarters in Los Angeles.

Requirements

5+ years’ previous administrative assistant experience, including experience supporting a team of directors/managers or attorneys
Detail-oriented, with excellent planning, organization, and communication skills (in emails, on the phone, etc.)
Technology savvy (strong working knowledge of Microsoft Office - Outlook, Word, Excel, and PowerPoint) is required; skilled at learning new software and troubleshooting MS Office challenges
A positive attitude and willingness to juggle and complete a multitude of tasks with efficiency and accuracy
The ability to act intuitively and anticipate the needs of supervisors
Strong communication and interpersonal skills and the ability to work effectively with internal and external stakeholders
Proactive/self-starter and capable of working as a member of a team, as well as independently
Ability to professionally manage changing and conflicting priorities
Trustworthy and able to appropriately handle confidential and other sensitive information and materials

Responsibilities

Schedule and coordinate various calls and meetings, both internal and external, and provide phone coverage, as needed
Manage executives’ schedules and calendars, prioritizing based on knowledge of the needs and priorities of the business
Create PowerPoint decks, Excel spreadsheets, redlines, and other charts/materials - thinking creatively and out-of-the-box in doing so
Assist with correspondence and deliverables tracking and project and task management
Assist with scanning, copying, distribution, and mailing/shipping of various documents
Order supplies for the team
Assist with new hire onboarding, as needed
Improve existing administrative practices
Assist with document/record management, billing, preferred supplier, and matter management systems, as well as other systems used by the Law Department
Regularly update electronic records (and physical files, as needed)
Support with various budgeting and spend matters, including forecasts and accruals, interfacing with law firms, managing e-billing payments, and creating related reports
Assist with processing invoices, including creation of purchase orders
Assist in registering attorneys for CLE webcasts and seminars, and tracking CLE requirements
Collaborate constructively with assistants and staff within and outside the Law Department, including C-suite executive assistants
Assist attorneys and/or paralegals with other projects, as needed
Provide secondary and backup support to other groups within the Law Department, as needed