Executive Assistant

California Times•El Segundo, CA

9d•$36 - $43

About The Position

The Executive Assistant provides comprehensive administrative support to legal and HR leaders. The role manages legal invoicing and finances, supports litigation efforts, and assists HR and legal professionals with correspondence, executive scheduling, contracts, travel arrangements, and other administrative tasks. The position also supports executives with meetings, projects, research, and presentations while handling confidential information with discretion.

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 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

Support the chief human resources officer, general counsel, assistant general counsel, and other HR leaders with administrative tasks.
Administer invoices from outside counsel and track and account for outside counsel spending.
Conduct initial intake of calls and correspondence to the legal and HR teams, 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, handle matters proactively and confidentially, and complete special requests under deadline pressure.
Manage and organize executive files, documents, and records in physical and electronic formats, maintaining a secure filing system for confidential 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 locations and time zones while balancing competing priorities and shifting goals.
Prepare executives for meetings through pre-meeting briefings, draft agendas, and the capture and distribution of 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.