Executive Office - Exec Assistant

US-CA-Los Angeles
Job ID
2017-4556
Category
Legal

Overview

Within the Executive Offices and the office of the General Counsel, performs highly professional administrative support in a fast-paced environment at the direction of the Director of Board Administration and Sr. Executive Assistant to the CEO. Responsible for all executive office administrative functions and scheduling all meetings and activities, and maintaining communication between internal and external customers. Handles a wide variety of complex, time sensitive and confidential situations; and is responsible for maintaining corporate minutes, resolutions, and other corporate records. Interfaces with the General Counsel’s office regarding legal board governance matters. Prepares routine and advanced correspondence including meeting minutes, letters, memoranda, and reports.

 

Responsibilities

  1. Provides highly professional administrative support in a fast paced environment at the direction of the department supervisor, as well as taking initiative to expand supporting activities.

  1. Interfacing with the General Counsel’s office regarding legal and board governance matters as assigned by supervisor.
  2. Responsible for establishing and maintaining communication between the executive office, internal and external customers in an efficient and timely manner.
  3. Manage the scheduling of all appointments in collaboration with supervisor, the Executive offices and the General Counsel’s office. Prepares all meeting material as needed and as assigned by supervisor.
  4. Composes meeting minutes, letters, memoranda and other correspondence from verbal and recorded direction.
  5. Manage all department files.
  6. Anticipates problems and solves them as they arise, using effective problem solving skills to provide excellent customer services at all times.
  7. Ensure work flow of documents, calendar, emails, and other key items requiring review and input from the supervisor are taken care of on a timely manner.
  8. Manage daily communications via email or memos to From the Executive Offices as assigned by the supervisor.
  9. Manage all phone calls into the Executive Offices..
  10. Provides administrative support for completing daily and regular activities within the Executive Office, (e.g., Mail, department bills, office supplies, etc.).
  11. Work closely with administrative support staff to collect and cohesively prepare monthly error free Board packets. Maintaining the Board/committee orientation materials/handbooks updated as reviewed by the supervisor.
  12. Maintaining the Board database, correspondence, and recordkeeping, and compiling board self-evaluation.
  13. Drafting, reviewing and editing Board reports and correspondence.
  14. Manage the online Board information portals reviewed and specified by the supervisor.
  15. Prepare and present reports as requested.
  16. Coordinate Studier activities (e.g. MMM preparation documents, thank you notes, etc.).
  17. Perform other duties as assigned.

 

Qualifications

  1. Requires minimum 10 years progressively responsible experience as administrative assistant, including 7+years at the executive level.
  2. Requires thorough knowledge of a wide variety of corporate policies and procedures.
  3. Prefer Bachelor’s Degree in Communications, Business, or legal administration. Preferred experience in legal administrative setting and/or supporting corporate general counsel.

 

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