Executive Assistant (Legal)

Mattel Inc.•El Segundo, CA

60d•Onsite

About The Position

CREATIVITY IS OUR SUPERPOWER. It's our heritage and it's also our future. Because we don't just make toys. We create innovative products and experiences that inspire fans, entertain audiences and develop children through play. Mattel is at its best when every member of our team feels respected, included, and heard-when everyone can show up as themselves and do their best work every day. We value and share an infinite range of ideas and voices that evolve and broaden our perspectives with a reach that extends into all our brands, partners, and suppliers The Opportunity: The Executive Assistant reports directly to the Senior Vice President of the Corporate / Securities, Global Commercial & Operations, and Government Affairs section of Mattel Law Department, and is responsible for providing day-to-day, general administrative support to the SVP and team. This position will be located in Mattel's headquarters in El Segundo, California, and evolve as Mattel's needs evolve

Requirements

7+ years experience supporting at the senior executive level, including experience supporting a team of attorneys and/or directors/managers
Outstanding organization/planning skills and attention to detail, including effectively and professionally managing changing and conflicting priorities
Strong verbal and written communication skills. Experience international and domestic teams, multiple time zones and languages, and external partners
Positive attitude and excellent interpersonal skills and ability to work collaboratively with a broad range of work styles and personalities, and to establish effective relationships at all levels of the organization
Strong problem-solving skills required; ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
Expert-level proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) is required. Skilled at learning new software and troubleshooting MS Office challenges
Proactive, self-starter; ability to juggle and complete a [multitude][high volume] of tasks autonomously, efficiently and accurately
Capable of working both independently and as a member of a team
Ability to think ahead / act intuitively, and anticipate the needs of SVP and team
Trustworthy; maintain a high-level of professionalism and maturity, as well as integrity and discretion in handling confidential and sensitive information and materials; Understanding of how to represent an executive officer and acting with sensitivity to this.
Experience working with both internal and external partners
Desire and commitment to take on increasingly greater levels of responsibility
Some schedule flexibility desired for key matters from time to time

Nice To Haves

Bachelor's degree preferred

Responsibilities

Manage schedule, calendar, and correspondence for SVP, including phone coverage and scheduling and coordinating internal and external calls and meetings in various time zones globally; prioritize executive's schedule based on knowledge of priorities and needs, including acting in a 'gateway' role.
With oversight and direction from SVP and broader team, as needed, manage section budgeting and spend matters, including forecasts and accruals; interfacing with law firms and managing e-billing payments; creating reports; managing vendor/supplier onboarding and billing, including creating purchase orders and processing of invoices
Complete efficiently and accurately a broad variety of administrative tasks that facilitate the SVP's and team's ability to effectively address the responsibilities of the section, including: assisting with special projects; coordinating IT desktop issues; designing and producing complex documents, reports, and presentations as needed; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; completing expense reports; scanning, copying and distributing various materials.
Assistance with the preparation and distribution of Board of Directors and Board Committee materials; assistance with materials for other various meetings, including presentations, drafting agendas, compiling information, etc.
Manage and prioritize inquiries and requests, while troubleshooting conflicts, to ensure smooth day-to-day engagement. Determine appropriate course of action, or response, exercising proper judgment, especially on matters of a confidential or critical nature.
Assist team with calls, meetings, and phone coverage, as needed.
Create / generate PowerPoint decks, Excel spreadsheets, and other charts/materials. Generate redlines.
Oversee document/record management, electronic and physical recordkeeping, as well as other systems used by the Law Department
Collaborate constructively with other assistants and staff within and outside the Law Dept., including C-suite executive assistants.
Manage all aspects of the section's office services including booking meeting rooms, initiating calls/zooms, and supply management and replenishment.
Distribute incoming mail and preparing outgoing mail for team
Improve existing administrative processes and practices where needed / helpful
Support SVP in role as Chair of Law Department Pro Bono Committee and member of the Board of Directors of Mattel Foundation
Order supplies for local team
Assist with new hire onboarding and training
Assist in registering attorneys for continuing education webcasts, seminars and courses, and tracking for compliance with State Bar requirements; ensuring Bar fees are paid on a timely basis