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.

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

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 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 intuitively, and anticipate the needs of SVP and team
• Experience working with both internal and external partners
• Desire and commitment to take on increasingly greater levels of responsibility
• Schedule flexibility from time to time for key matters

*The pay range is indicative of projected hiring range, however base pay will be determined based on a candidate's work location, skills and experience. Mattel offers competitive total pay programs, comprehensive benefits, and resources to help empower a culture where every employee can reach their full potential.

Additional Information

Don't meet every single requirement? At Mattel, we are dedicated to an inclusive workplace and a culture of belonging. If you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we still encourage you to apply. You may be just the right candidate for this or other roles. Join Mattel's Talent Community and start receiving exciting updates about our company, our employees, and our culture. Also, interested in signing up for job alerts? Do so here!

How We Work: We are a purpose driven company aiming to empower generations to explore the wonder of childhood and reach their full potential. We live up to our purpose employing the following behaviors:

• We collaborate: Being a part of Mattel means being part of one team with shared values and common goals. Every person counts and working closely together always brings better results. Partnership is our process and our collective capabilities is our superpower.
• We innovate: At Mattel we always aim to find new and better ways to create innovative products and experiences. No matter where you work in the organization, you can always make a difference and have real impact. We welcome new ideas and value new initiatives that challenge conventional thinking.
• We execute: We are a performance-driven company. We strive for excellence and are focused on pursuing best-in-class outcomes. We believe in accountability and ownership and know that our people are at their best when they are empowered to create and deliver results.

Who We Are: Mattel is a leading global toy and family entertainment company and owner of one of the most iconic brand portfolios in the world. We engage consumers and fans through our franchise brands, including Barbie, Hot Wheels, Fisher-Price, American Girl, Thomas & Friends, UNO, Masters of the Universe, Matchbox, Monster High, MEGA and Polly Pocket, as well as other popular properties that we own or license in partnership with global entertainment companies. Our offerings include toys, content, consumer products, digital and live experiences. Our products are sold in collaboration with the world's leading retail and ecommerce companies. Since its founding in 1945, Mattel is proud to be a trusted partner in empowering generations to explore the wonder of childhood and reach their full potential.

Mattel's award-winning workplace culture has been recognized by Forbes, Fast Company, Newsweek, Great Place to Work, TIME, and more.