Executive Assistant

The Los Angeles Times is seeking an Executive Assistant who 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 meeting 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 calendars 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 project as assigned.

Requirements:

• Minimum of 5+ 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 Requirements: 

• Bachelor's Degree

Please note: This position will support executives who handle confidential and sensitive information. The ideal candidate will have experience in Law or Human Resources (HR) with an understanding of legal or HR procedures and documentation related to corporate governance and transactions. Therefore, upholding confidentiality and discretion are paramount along with the ability to work with various personalities. The executive assistant must display an ability to work independently, possess high ethical standards, and ability to carry out multiple projects while prioritizing tasks.

The L.A. Times is an equal opportunity employer and welcomes all qualified applicants regardless of race, ethnicity, religion, gender, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law. We actively work to create an inclusive environment where all of our employees can thrive. This Privacy Notice for Los Angeles Times sets forth how we will use the information we obtain when you apply for a position with us. Explore our company history, achievement, values, mission and more on our career site. 
 
The pay scale the Company reasonably expects to pay for this position at the time of the posting is $75,000 to $85,000 and takes into account a wide range of factors including but not limited to skill set, experience, training, licenses, certifications, and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. At the L.A. Times, it is not typical for an individual to be hired at or near the top of the range for the role. Please visit our career site to view the benefits available to our employees. We recommend adding our applicant tracking system domain (@dayforce.com) as a safe sender or contact, sometimes these emails get filtered to candidates' spam folders.
 
The Company is a mandatory vaccination employer for COVID-19 and its variants. The Company requires that its employees be fully vaccinated as of their start date. If you require a medical or religious accommodation, we will engage in the interactive process with you. Proof of vaccination will be required prior to start. If we make you an offer and you are not yet vaccinated, we will accommodate a delay in start date.