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Executive Assistant

2 months ago

Los Angeles, California, United States Lambda Legal Full time
Job Description

Lambda Legal seeks an experienced administrative professional to support its Chief Legal Officer (CLO). This position is responsible for facilitating the CLO's ability to function at maximum capacity and efficiency with respect to the department's essential matters.

Key Responsibilities:
  • Support preparation of Legal Department agendas and presentations for All Staff meetings.
  • Manage the CLO's calendar, including scheduling/arranging meetings, sending invitations and reminders when needed, and arranging for presentation materials.
  • Coordinate executive travel, hotel, and car reservations, including verifying required travel documentation, determining timelines and processes to obtain necessary documentation.
  • Support production of written materials, including initial drafting, review and proofreading, and other assistance as requested.
  • Undertake special research and writing projects as assigned.
  • Participate in Legal Department meetings and maintain records, as needed.
  • Meet regularly with the Legal Administrative Manager to coordinate departmental operations and support functions, including expense tracking, contract management, coordination with the People & Culture and Finance departments, and other functions that support Legal departmental operations.
  • Assist with payments to vendors, as requested.
  • Filing, scanning, copying, and management of documents, as needed.
  • Participate in interdepartmental meetings and committees as directed by the CLO.
  • Support troubleshooting of technology problems with support from Information Technology staff.
Requirements:
  • At least 15 years of related work experience, including at least 5 years supporting senior staff. Experience doing so in a law practice environment is preferred.
  • Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint). Experience with WestLaw and/or iManage is a plus.
  • Effective at time management and balancing multiple tasks, conflicting priorities, and tight deadlines, including quick course changes in a fast-paced environment.
  • Strong organizational skills with high attention to detail and accuracy.
  • Experience supporting budget planning and management, scheduling meetings, and managing calendars.
  • Proactive, self-directed, and adept at problem-solving.
  • Accustomed to maintaining the confidentiality of sensitive information.
  • Excellent written and oral communication skills.
  • Ability to quickly establish trust and professional working relationships with colleagues and external partners and clients of diverse backgrounds and experience levels in a confident, professional manner.
  • A positive and receptive attitude towards constructive feedback, using it as an opportunity for personal and professional growth.
  • Strong work ethic and a purpose-driven commitment to the mission of Lambda Legal.
  • Working at Lambda Legal requires a demonstrated awareness of and commitment to the concerns of the breadth of the communities that Lambda Legal serves. Prior work on behalf of the LGBTQ+ community and/or people living with HIV is highly desirable. Experience working with other historically marginalized communities (in a professional or volunteer capacity) is also desirable.
Benefits:
  • Medical benefits that begin on your start date
  • Dental, Vision, and Life insurance (effective 30 days from your start date)
  • Short & Long-Term Disability plans (effective 30 days from your start date)
  • 403(b) Retirement Plan (employer contribution and matching program begins after 90 days of employment)
  • Paid Time Off:
    • Paid Vacation (15 Days)
    • Sick Leave (12 Days)
    • Personal Leave (3 Days)
    • Religious Observance Leave (3 Days)
    • Bereavement and Bereavement Anniversary Leave
    • Floating Holiday (1 Day)
  • 12 paid holidays and 5 early office closures
  • Flexible Spending Account (FSA/DC FSA) and Commuter Benefits
  • Health Reimbursement Account
  • $50 monthly mobile phone reimbursement
  • Annual professional development fund
  • Summer Fridays from Memorial Day to Labor Day
  • Premium subscription to the Calm App
  • Paid sabbatical after 7 years of service at Lambda Legal (4 weeks for non-exempt positions and 8 weeks for exempt positions)