Executive Assistant - Legal

Executive Assistant - Legal

The Executive Assistant reports directly to the Senior Vice President of the Corporate / Securities, Global Commercial & Operations, and Government Affairs section of the Mattel Law Department, and is responsible for providing day-to-day, general administrative support to the SVP and team.

This position will be based at Mattel's headquarters in El Segundo, California, with an expectation of working on-site four days per week, in alignment with Mattel's hybrid work model. The scope of the role may evolve as Mattel's business needs evolve.

The opportunity includes managing schedule, calendar, and correspondence for SVP, including phone coverage and scheduling and coordinating internal and external calls and meetings in various time zones globally; prioritizing senior executive's schedule based on knowledge of priorities and needs, including acting in a "gatekeeper" role.

Additionally, the role involves managing section budgeting and spend matters, including forecasts and accruals, with oversight from SVP and attorneys; interfacing with law firms and managing e-billing payments; creating reports; and managing vendor/supplier onboarding and billing, including creating purchase orders and processing of invoices.

The Executive Assistant will manage and complete efficiently and accurately a broad range of administrative tasks, including assisting with special projects; coordinating IT desktop issues; generating/preparing complex documents, reports, and PowerPoint presentations, Excel spreadsheets, redlines, and other charts/materials.

Collect and prepare information for meetings with staff and outside parties; compose and prepare correspondence; maintain contact lists; manage travel arrangements; complete expense reports. Assist with the preparation and distribution of Board of Directors and Board Committee materials; support materials for other various meetings, including presentations, drafting agendas, compiling information, etc.

Support SVP in role as Chair of Law Department Pro Bono Committee and member of the Board of Directors of Mattel Foundation. Assist with coordinating and tracking multiple projects, deliverables, and timelines across attorneys, and other stakeholders to support execution and follow-through.

Manage and prioritize inquiries and requests, while addressing conflicts, to ensure smooth day-to-day engagement. Manage all aspects of the section's office services, including scheduling calls/meetings, booking meeting rooms, initiating calls/zooms, and replenishing supplies; coordinate logistics and support for periodic section events and meals.

Oversee document/records management, electronic and physical recordkeeping, as well as other systems used by the Law Department. Collaborate with other assistants and staff within and outside the Law Department, including C-suite executive assistants. Assist with new hire onboarding and training.

Assist in registering attorneys for continuing education webcasts, seminars and courses; track for compliance with State Bar requirements; ensure Bar fees are paid on a timely basis. Distribute incoming mail and preparing outgoing mail for team. Improve existing administrative processes and practices where needed / helpful.

The qualifications include 7+ years experience supporting c-suite/senior executive level, including experience supporting a team (experience with legal team support a plus). Bachelor's degree preferred. Experience and success working in a fast-paced environment; strong understanding of how to represent a senior executive and acting with sensitivity to this dynamic.

Trustworthy; maintain a high level of professionalism and maturity, as well as integrity and discretion in handling confidential and sensitive information and materials. Outstanding organization/planning skills and attention to detail, including effectively and professionally managing changing and conflicting priorities.

Strong verbal and written communication skills. Experience working with international and domestic teams, multiple time zones and languages, and external partners a plus. Positive, measured, can-do attitude with excellent interpersonal skills; ability to work both independently and collaboratively with a team and 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 determine appropriate course of action or response, exercising proper judgment, especially on matters of a confidential or critical nature. Ability to react with appropriate level 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 variety of tasks autonomously, efficiently, and accurately. Ability to think ahead / act…