Administrative Assistant, Legal & Business Affairs

CREATIVITY IS OUR SUPERPOWER. It’s our heritage and it’s also our future. Because we don’t just make toys. We create innovative products and experiences that inspire fans, entertain audiences and develop children through play. Mattel is at its best when every member of our team feels respected, included, and heard—when everyone can show up as themselves and do their best work every day. We value and share an infinite range of ideas and voices that evolve and broaden our perspectives with a reach that extends into all our brands, partners, and suppliers.

The Opportunity

We’re seeking a talented and highly organized Administrative Assistant to support the Entertainment & Media group within Mattel’s Legal & Business Affairs (LBA) team. This position is responsible for providing day-to-day administrative support to the LBA Entertainment & Media team, which supports Mattel Studios, Mattel Digital Studios, Experiences, Rights Management, and Music, among other businesses. Successful candidates will be detail-oriented, proactive self-starters who thrive in a fast-paced, high-energy environment and can anticipate the needs of the team. This position is located at Mattel’s headquarters in Los Angeles.

What We’re Looking For

Our ideal candidate will have 5+ years’ previous administrative assistant experience, including experience supporting a team of directors/managers or attorneys, as well as the following attributes:

Responsibilities

Schedule and coordinate various calls and meetings, both internal and external, and provide phone coverage, as needed; Manage executives’ schedules and calendars, prioritizing based on knowledge of the needs and priorities of the business; Create PowerPoint decks, Excel spreadsheets, redlines, and other charts/materials - thinking creatively and out-of-the-box in doing so; Assist with correspondence and deliverables tracking and project and task management; Assist with scanning, copying, distribution, and mailing/shipping of various documents; Order supplies for the team; Assist with new hire onboarding, as needed; Improve existing administrative practices; Assist with document/record management, billing, preferred supplier, and matter management systems, as well as other systems used by the Law Department; Regularly update electronic records (and physical files, as needed); Support with various budgeting and spend matters, including forecasts and accruals, interfacing with law firms, managing e-billing payments, and creating related reports; Assist with processing invoices, including creation of purchase orders; Assist in registering attorneys for CLE webcasts and seminars, and tracking CLE requirements; Collaborate constructively with assistants and staff within and outside the Law Department, including C-suite executive assistants; Assist attorneys and/or paralegals with other projects, as needed; Provide secondary and backup support to other groups within the Law Department, as needed

Requirements

Detail-oriented, with excellent planning, organization, and communication skills (in emails, on the phone, etc.); Technology savvy (strong working knowledge of Microsoft Office - Outlook, Word, Excel, and PowerPoint) is required, skilled at learning new software and troubleshooting MS Office challenges; A positive attitude and willingness to juggle and complete a multitude of tasks with efficiency and accuracy; The ability to act intuitively and anticipate the needs of supervisors; Strong communication and interpersonal skills and the ability to work effectively with internal and external stakeholders; Proactive/self-starter and capable of working as a member of a team, as well as independently; Ability to professionally manage changing and conflicting priorities; Trustworthy and able to appropriately handle confidential and other sensitive information and materials.