Executive Assistant

LA Times Studios LLC; El Segundo (CA); On-site; USD 50,000 - 60,000; Full time

Job summary

LA Times Studios LLC is seeking an Executive Assistant to support our legal and HR leaders with comprehensive administrative tasks, including managing invoices, scheduling, travel, and correspondence. This role requires discretion and strong organizational skills across multiple executives and time zones.

You will coordinate meetings, prepare briefs and presentations, maintain confidential files, and assist with outside counsel invoices and HR communications in a fast-paced environment.

Qualifications

• 3+ years supporting multiple executives in fast-paced settings.
• Strong organizational and calendar management across time zones.
• Proficient in Microsoft Office and Google Workspace.

Responsibilities

• Support C-suite and HR leaders with administrative tasks.
• Manage legal invoices and outside counsel spend.
• Coordinate meetings, travel, and calendars across locations.
• Prepare briefs, notes, and presentations.
• Handle confidential information with discretion.
• Organize physical and electronic files.
• Assist with HR and legal correspondence.

Skills

Microsoft Office

Google Workspace

Calendar management

Communication skills

Discretion

Executive support

Education

Bachelor's Degree

Job description

The Executive Assistant will provide comprehensive administrative support to legal and HR leaders. This role is responsible for managing legal invoicing and finances, providing administrative support for our litigation efforts, and working to aid HR and legal professionals with correspondence and executive scheduling, contracts, travel arrangements and other key administrative tasks.

Responsibilities

• Support the chief human resources officer, general counsel, assistant general counsel, and other HR leaders in administrative tasks
• Work with the legal department to administer invoices from outside counsel and track and account for outside counsel spend
• Conduct initial intake of calls and correspondence to the legal and HR teams, including complaints, threats of litigation and service of process
• Complete a wide range of administrative tasks (e.g., submitting expense reports, processing invoices, completing company forms, coordinating meeting logistics, assisting guests with building access, etc.)
• Prioritize conflicting needs, handle matters expeditiously, proactively, and confidentially while following through on a variety of special requests to completion, often with deadline pressures.
• Manage and organize the executive files, documents, and records in both physical and electronic formats. The ability to create and maintain an organized filing system with highly confidential and sensitive material is essential for efficient and secure information management.
• Organize, execute, and/or assist with internal and external meetings and events (i.e., off-site, team gatherings, and other events), including helping to prepare presentations for such meetings
• Provide discovery support services to inside and outside counsel who are responding to litigations
• Prepare initial draft documents, compile requested information, and assist with formatting and editing
• Manage complex calendar scheduling across multiple locations and time zones, juggling competing priorities and shifting goals
• Prepare Executives for meetings by conducting pre-meeting briefings, developing draft meeting agendas, taking and disseminating notes and action items
• Provide support to the executives on various projects and initiatives. Conduct research, gather data and prepare reports and presentations as needed. Monitor project timelines and ensure that deliverables are met.
• Responsible for coordinating executive travel arrangements
• Other duties and projects as assigned.

Requirements

• Minimum of 3+ years' progressive experience as an assistant supporting multiple executives within a fast-paced environment, preferably supporting attorneys and human resources professionals.
• Demonstrated excellence in independently prioritizing and organizing projects and tasks, meeting all deadlines, while successfully balancing a high-volume workload
• Tech-savvy, competent in Microsoft as well as Google Suite programs
• Problem solver with strong decision-making skills
• Ability to quickly master new processes, systems, and tools
• Polished communication skills, both oral and written, to obtain and convey information accurately and clearly
• High level of professionalism, integrity, and discretion in handling confidential information
• Ability to develop and maintain relationships with individuals at all levels enterprise-wide and externally
• Demonstrated proactive approach to problem-solving with strong decision-making capability

Preferred Qualifications

• Bachelor's Degree

The L.A. Times is an equal opportunity employer and welcomes all qualified applicants regardless of race, ethnicity, religion, gender, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law. We actively work to create an inclusive environment where all of our employees can thrive. This Privacy Notice for Los Angeles Times sets forth how we will use the information we obtain when you apply for a position with us.

Explore our company history, achievement, values, mission and more on our career site.

The pay scale the Company reasonably expects to pay for this position at the time of the posting is $36.06 to $43.27 and takes into account a wide range of factors including but not limited to skill set, experience, training, licenses, certifications, and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. At the L.A. Times, it is not typical for an individual to be hired at or near the top of the range for the role.

Please visit our career site to view the benefits available to our employees. We recommend adding our applicant tracking system domain (@dayforce.com) as a safe sender or contact, sometimes these emails get filtered to candidates' spam folders.