Legal Coordinator

Mattel•El Segundo, CA

14h•$33 - $41•Onsite

About The Position

Mattel's Law Department is seeking a highly capable Administrative Assistant to support the Intellectual Property (IP) team. This role requires exceptional executive support skills combined with strong financial and operational acumen. The Administrative Assistant will act as a trusted partner to the IP team, ensuring smooth day-to-day operations and playing a key role in managing billing, budgets, and financial reporting. This is a highly visible position that demands strong organization, attention to detail, and the ability to operate effectively in a fast-paced, global environment. The role involves providing high-level administrative support to attorneys and leadership, coordinating meetings, arranging travel, creating presentations, and serving as a central point of coordination across various teams. Additionally, the role is responsible for managing legal billing and invoicing globally, resolving discrepancies, partnering with Finance on budget tracking, and building financial reports to analyze spend and trends.

Requirements

3+ years of experience supporting a law firm or corporate legal department, with exposure to both executive support and billing/budget management
Strong proficiency in Microsoft Excel and PowerPoint (Excel skills are especially important)
Experience with CounselLink or similar e-billing platforms
Proven ability to manage multiple priorities independently with strong attention to detail
Excellent written and verbal communication skills
Highly organized, proactive, and solutions-oriented
Comfortable working with financial data and systems
Tech-savvy with the ability to learn new tools quickly
A collaborative, team-first mindset with a positive and professional approach

Nice To Haves

Experience supporting senior leaders (VP/Sr. Director level preferred)
iManage or similar a plus

Responsibilities

Provide high-level administrative support to attorneys and leadership, including complex calendar management, scheduling, and prioritization
Coordinate meetings across multiple stakeholders, including global teams and senior leaders
Arrange domestic and international travel, including detailed itineraries
Create polished presentations, reports, and materials (PowerPoint, Excel, etc.)
Serve as a key point of coordination across teams, including executive assistants and cross-functional partners
Support team operations, project coordination, and continuous improvement of administrative processes
Maintain organized electronic and physical filing systems
Serve as the primary point of contact for legal billing and invoicing globally
Manage invoice processing end-to-end, including resolving discrepancies with law firms and internal partners
Partner with Finance and Accounts Payable on budget tracking, accruals, and forecasting
Support budget management and spend tracking using e-billing tools and reporting systems
Build and maintain financial reports and dashboards (Excel-heavy) to track spend and trends
Conduct analysis on law firm rates and year-over-year spend
Maintain vendor profiles, including billing arrangements and key contacts
Prepare and deliver quarterly financial reporting to internal stakeholders