Executive Assistant (Legal and People & Culture)

Hudson Pacific Properties•Los Angeles, CA

About The Position

Provide high-level administrative and executive support for both the EVP, General Counsel, and Chief People Officer while exercising discretion and confidentiality. Prioritize multiple and often conflicting deadlines, commitments, and projects. Work proactively and independently to anticipate the needs of the Legal and People & Culture departments. Implement and streamline office procedures; maintain files; and perform all other required office tasks, including processing invoices and expenses, managing meeting schedules, and securing travel arrangements. Work closely with the executives to anticipate needs and follow specific instructions without difficulty. In the executive’s absence, take initiative and work independently with little direct input.

Requirements

Bachelor’s degree required.
Minimum of 5-10 years working as an executive assistant to high-level executives, with demonstrated office and administrative skills and abilities.
Excellent computer literacy and demonstrated skill with MS Windows, Word, Excel, and PowerPoint.
Advanced proficiency in creating charts, graphs, table formatting, and mail merge functions.
Polished professional demeanor and exemplary communication skills, including oral, written, and editing/proofreading skills.
High level of interpersonal skills, including the ability to adapt quickly, stay composed under pressure, and anticipate needs.
Highly organized, efficient, and attentive to detail, with excellent follow-up skills.
Organized and skilled at defining tasks, setting priorities, working independently, and following through on all assignments with minimal direction.
Proven ability to prioritize and manage multiple workstreams and deadlines at one time.
Adept at flexing with fluctuating and dynamic schedules and providing deliverables with minimal advance notice.
Ability to discreetly and tactfully recognize and handle sensitive and confidential information while always demonstrating poise and diplomacy.
Self-starter who is resourceful, proactive, solutions-oriented, and motivated to perform and excel in areas of responsibility.
Team-oriented, with the ability to collaborate with various personalities at all levels of the organization.

Responsibilities

Coordinate a busy master calendar requiring interaction with both internal and external executives and assistants to schedule appointments and various meetings.
Organize and coordinate all meetings and events, including assessing priority, reserving locations, arranging hospitality and catering, greeting guests, attending meetings and taking notes, and providing necessary summaries and follow-through on action items after meetings.
Manage and provide administrative support on projects and initiatives, including researching; compiling and preparing legal and People & Culture reports; developing and implementing plans; coordinating efforts; maintaining systems; tracking progress; facilitating communication; and actively following up on action items and deliverables.
Perform all administrative duties required to maintain and ensure effectiveness and efficiency, including streamlining office procedures, preparing expense reports, ordering supplies, coordinating shipment of materials, and establishing and maintaining organized files.
Review all Legal and People & Culture invoices for accuracy and ensure proper backup documentation and coding. Submit invoices in the system for timely processing.
Screen, sort, and respond promptly, as appropriate, to telephone, written, and email communication.
Coordinate all international and domestic travel itineraries, including flight, hotel, restaurant, car service, and car rental arrangements; prepare all related travel documents, detailed itineraries, and expense reports; and coordinate all other materials related to travel, including conference documents and agendas, PowerPoint presentations, etc.
Maintain awareness of all travel plans and respond immediately to changes or issues that arise.
Assist in strategizing and prioritizing daily and long-range activities to ensure workflow among a wide variety of programmatic and administrative responsibilities.
Work with the executives to identify, strategize, prioritize, and initiate special projects as needed.
Provide backup support for office receptionists and other Executive Assistants.
Represent the Executives to both internal staff and external clients in a manner that is consistently positive, professional, knowledgeable, discreet, tactful, poised, and efficient.
Offer additional support to the administrative staff and other departments as needed.
Perform miscellaneous duties as assigned