Executive Assistant - Legal

Job Description

The Opportunity:

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.

What Your Impact Will Be:

• 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 senior executive's schedule based on knowledge of priorities and needs, including acting in a "gatekeeper" role
• Manage section budgeting and spend matters, including forecasts and accruals, with oversight from SVP and attorneys; interface with law firms and manage e-billing payments; create reports; and manage vendor/supplier onboarding and billing, including creating purchase orders and processing of invoices
• Manage and complete efficiently and accurately a broad range of administrative tasks, including assisting with special projects; coordinating IT desktop issues; generate/prepare complex documents, reports, and PowerPoint presentation, 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

Qualifications:
Qualifications

What We’re Looking For:

• 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…