Executive Assistant (Legal and HR)

Detroit Institute of Arts; El Segundo (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

The Detroit Institute of Arts in California seeks an Executive Assistant to provide comprehensive administrative support to senior Legal and Human Resources leaders, including the Chief Human Resources Officer and General Counsel. You will manage complex calendars, coordinate travel, and handle confidential information with discretion.

The role includes administering outside counsel invoices, supporting litigation efforts, preparing briefing materials, and coordinating meetings across multiple

Qualifications

• Minimum 3+ years supporting multiple executives in fast-paced environments.
• Strong prioritization skills and ability to meet deadlines.
• Tech-savvy with Microsoft Office and Google Suite.
• Problem solving with sound decision-making.
• Ability to learn new processes quickly.
• Excellent written and verbal communication.
• Professionalism, integrity and confidentiality.
• Ability to build relationships at all levels across the organization.
• Proactive approach to problem-solving.

Responsibilities

• Support senior Legal and HR leaders with administrative tasks.
• Administer invoices from outside counsel and track spend.
• Handle intake of calls and correspondence to HR and legal teams.
• Submit expense reports and process invoices.
• Manage executive files and confidential information.
• Organize meetings and events and prepare presentations.
• Provide discovery support to counsel.
• Prepare initial draft documents and collect information.
• Manage complex calendars across locations and time zones.
• Prepare executives for meetings with pre-meeting briefings and notes.
• Support projects by researching, gathering data and preparing reports.
• Coordinate executive travel arrangements.
• Other duties as assigned.

Skills

Executive support

Calendar management

Discretion

Microsoft Office

Google Workspace

Communication

Education

Bachelor's degree

Tools

Invoicing systems

Job description

The Executive Assistant will provide comprehensive administrative support to senior Legal and Human Resources leaders, including the Chief Human Resources Officer, General Counsel, and Assistant General Counsel. Key responsibilities include managing legal invoicing and department finances, supporting litigation efforts, and coordinating executive calendars, correspondence, contracts, and travel arrangements. The role also supports HR department projects and initiatives as needed.

The ideal candidate is highly organized, detail-oriented, and discreet, with the ability to manage competing priorities across multiple executives and handle sensitive legal and employee information with the utmost confidentiality.

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