Executive Assistant, Legal

Executive Assistant, Legal
San Mateo, CA (hybrid)- requires 2 days in the office per week

The Mission

This position will support department vice presidents and senior directors, serving as a trusted partner in managing a fast-paced, global legal organization.

The ideal candidate is a proactive, highly organized Executive Assistant who enjoys anticipating executives' needs, expertly managing complex calendars, and coordinating a wide range of cross-functional projects and initiatives involving multiple stakeholders. They are discreet, diplomatic, and an exceptional communicator, with sound judgment around when and how to communicate effectively. They bring a strong command of technology, leveraging a variety of tools and platforms to improve efficiency while combining those technical capabilities with the interpersonal skills needed to help both their executives and the broader team operate at their best.

This role also requires significant experience tracking and managing legal budgets, including the use of e-billing and matter management systems such as SimpleLegal or CounselLink. The successful candidate will be comfortable partnering regularly with outside law firms and vendors to monitor budgets and ensure the timely submission and processing of invoices.

Because the executives supported by this role lead global functions, the Executive Assistant will regularly collaborate with colleagues across North America, Europe, and Asia. Success in this position requires someone who enjoys building relationships across cultures and time zones, thrives in a collaborative environment, and serves as a trusted ambassador for both the executives they support and the Legal Department as a whole.

What You'll be Doing:

• Professionally represent the executives through initial telephone conversations, email correspondence and contact meetings.
• Handle swiftly and adeptly the complex and ever-changing calendars for the assigned Legal Department Executives.
• Prepare for, coordinate and open communication lines (telephone, video and web) for group meetings, making sure that the "trains run on time."
• Schedule travel plans and accommodations for the assigned Legal Department Executives and handle all of the details of expense reporting through the Finance Department's electronic systems.
• Ensure a timely flow of information, obtain signatures and authorizations, answer and screen phone calls and manage correspondence and communication flow.
• Act as administrative liaison between the executives and Sony group companies, vendors, and industry contacts.
• Provide logistical support for key department team meetings, events, and conferences, working in collaboration with Facilities, IT, and external parties.
• Function as a communications hub for each of the executives' teams.
• Knowledge of contract workflow with ability to follow through with the process with minimal direction.
• Liaise effectively with Executive Assistant and Administrative Assistant counterparts across SIE's business and organization and build strong working relationships with a wide range of company stakeholders at all levels.
• Continually improve processes and procedures to reduce work time and cost without comprising work quality

What We're Looking for:

• At least 3 years of executive administrative or other, directly relevant work experience.
• A bachelor's degree from a 4-year university or another, equivalent educational degree.
• Power-user proficiency with Outlook, electronic expense reimbursement systems such as SAP Concur, electronic finance and accounting systems such as SAP.
• Proficiency in Microsoft Office Suite, especially Excel (Pivot Tables) and PowerPoint, and Google Drive products.
• Strong communication skills, both written and oral.
• Process-oriented, with attention to detail and the ability to juggle multitasks adeptly.
• Ability to work in a fast-paced environment.
• Ability to work independently on difficult projects with minimal supervision.
• Ability to maintain a high degree of confidentiality and use a lot of discretion when needed.
• Strong interpersonal skills, with a friendly, outgoing, and flexible manner.

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