Job Description

Job Title: Administrative Assistant

Location: El Segundo, CA (hybrid-local only)

Duration – 06 months

Job Summary

We are looking for an individual to assist the Legal Department with general administrative duties that include:

• Manage busy calendars; book meeting rooms; manage supplies and mail
• Create and manage electronic records in a document management system
• Manage files for physical records and product samples
• Collaborate constructively with assistants and staff within and outside the Law Dept., including C-suite executive assistants
• Arrange travel including air, hotel, ground transportation
• Create PowerPoint presentations, Excel spreadsheets, and other charts/materials - and be creative and think out-of-the-box in doing so
• Project and task management
• Improve existing administrative practices

ALSO

• Primary contact for legal billing for law firms worldwide
• Troubleshoot and resolve invoicing issues with all law firm and business partners
• Work closely with accounts payable and Law Department teams for accruals and budget processes
• Facilitate budget management, including interfacing with the internal finance team and law firms, managing e-billing payments, using platforms to create reports and manage spend
• Provide year over year law firm rate analysis/reports
• Maintain vendor profiles, including fee arrangements, discounts, and vendor contacts
• Create and maintain financial reports
• Manage quarterly financial reporting to finance teams

QUALIFICATIONS

• High school diploma (College Degree preferred)
• 4+ years of administrative experience
• Advanced skills in Word, Excel, Outlook, and basic PowerPoint
• Knowledge of financial principles
• Strong organizational and interpersonal skills
• 3 years' experience managing law firm or corporate law department budgets and billing, including ebilling
• Ability to independently manage and prioritize workload and projects
• Experience with CounselLink or similar legal billing system
• Strong Microsoft Excel & PowerPoint Skills
• Strong written and verbal communication skills
• Experience supporting executives and/or a team of VPs/Sr. Directors/Managers
• Detail-oriented, with excellent organization and communication skills (in emails, meetings, etc.)
• Must be computer and technology savvy (advanced working knowledge of MS Office -- Outlook, Word, PowerPoint, and Excel, and ability to generate redlines)
• Client and customer service mindset
• Skilled at learning new software and troubleshooting MS Office challenges
• Experience with iManage or a similar document management system is a plus
• Must be highly organized and meticulous
• Someone with a selfless, team-oriented attitude and a good sense of humor
• Demonstrated a growth mindset by staying curious and continuously learning, embracing challenges, and improving themselves.

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