Executive Assistant

Detroit Institute of Arts; El Segundo (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

The Detroit Institute of Arts is seeking an Executive Assistant to provide comprehensive administrative support to our legal and HR leaders. This role will manage legal invoicing, assist with litigation support, and support executives with correspondence, scheduling, contracts, and travel arrangements.

You will organize executive files, coordinate meetings across time zones, prepare meeting agendas and notes, and provide discovery support to both in-house and outside counsel.

Qualifications

• 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
• Demonstrated ability to independently prioritize and organize projects and tasks with deadlines
• Proficient in Microsoft Office and Google Suite programs
• Strong written and verbal communication with polished professional demeanor
• High level of professionalism, integrity, and discretion with confidential information

Responsibilities

• Provide comprehensive administrative support to legal and HR leaders
• Manage legal invoicing and outside counsel spend tracking
• Coordinate intake of calls and correspondence for legal and HR teams
• Handle expense reports, invoices, company forms, and meeting logistics
• Prepare pre-meeting briefs, agendas, notes, and action items for executives
• Manage complex calendars across multiple locations and time zones
• Arrange executive travel and coordinate meetings and events
• Provide discovery support and assist with drafting and editing documents
• Assist with projects, research, data gathering, and reports as needed
• Protect confidential information with discretion and maintain organized electronic and physical files
• Support executives on various initiatives and ensure timely deliverables
• Other duties as assigned

Skills

Communication skills

Discretion

Organization

Time management

Problem solving

Rapid learning

Education

Bachelor's Degree

Tools

Microsoft Office

Google Workspace

Presentation software

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