Executive Assistant (Legal and HR)

Los Angeles Times•El Segundo, CA

About The Position

The Executive Assistant provides comprehensive administrative support to senior Legal and Human Resources leaders, including the Chief Human Resources Officer, General Counsel, and Assistant General Counsel. The role manages legal invoicing and department finances, supports litigation efforts, and coordinates executive calendars, correspondence, contracts, and travel. It also supports HR projects and initiatives as needed. The position requires strong organization, attention to detail, professionalism, and discretion when handling sensitive legal and employee information. The Executive Assistant balances competing priorities across multiple executives, maintains secure records, supports meetings and projects, and follows through on requests and deliverables, often under deadline pressure.

Requirements

At least 3 years of progressive experience as an assistant supporting multiple executives in a fast-paced environment; experience supporting attorneys and human resources professionals is preferred.
Ability to independently prioritize and organize projects and tasks, meet deadlines, and balance a high-volume workload.
Tech-savvy and competent with Microsoft and Google Suite programs.
Strong problem-solving and decision-making skills.
Ability to quickly learn new processes, systems, and tools.
Polished oral and written communication skills, with the ability to obtain and convey information accurately and clearly.
High level of professionalism, integrity, and discretion when handling confidential information.
Ability to develop and maintain relationships with people at all levels across the enterprise and externally.
Proactive approach to problem-solving with strong decision-making capability.

Nice To Haves

Bachelor's degree.
Experience supporting attorneys and human resources professionals.

Responsibilities

Provide administrative support to the Chief Human Resources Officer, General Counsel, Assistant General Counsel, and other HR leaders.
Administer outside counsel invoices and track and account for outside counsel spending.
Conduct initial intake of calls and correspondence for Legal and HR, including complaints, threats of litigation, and service of process.
Complete administrative tasks such as submitting expense reports, processing invoices, completing company forms, coordinating meeting logistics, and assisting guests with building access.
Prioritize competing needs and handle matters proactively, expeditiously, and confidentially, following special requests through to completion.
Manage and organize executive files, documents, and records in physical and electronic formats, maintaining a secure and organized filing system for sensitive material.
Organize, execute, or assist with internal and external meetings and events, including off-sites and team gatherings, and help prepare presentations.
Provide discovery support services to inside and outside counsel responding to litigation.
Prepare initial draft documents, compile requested information, and assist with formatting and editing.
Manage complex calendar scheduling across multiple locations and time zones while balancing competing priorities and shifting goals.
Prepare executives for meetings by conducting pre-meeting briefings, developing draft agendas, and taking and disseminating notes and action items.
Support executive projects and initiatives by conducting research, gathering data, preparing reports and presentations, monitoring timelines, and ensuring deliverables are met.
Coordinate executive travel arrangements.
Perform other duties and projects as assigned.