Executive Assistant

People Glendale, California


Description

About LegalZoom
We believe that everyone should have access to professional legal advice. So, we’ve built a trusted and accessible technology-based platform to reduce barriers and help empower millions of people to grow their business, care for their families, protect their ideas and more. From Estate Planning, to Business Formations to IP, we’ve helped millions of customers, providing the protection and peace of mind they need. To date, we’ve grown to become the leading provider of online legal solutions for families and small businesses, and we’re committed to making our services even more valuable and easier to use than ever before. Join us!

Overview
Fundamental Role: provide high-level administrative assistance to executives.  Use discretion in handling details of a highly confidential and sensitive nature. Apply skills and analytical knowledge acquired through experience to perform the more complex duties of the position.  Work under limited supervision and execute own work planning.  Initiate appropriate action to resolve routine-to-moderate complex problems.  Escalate issues to senior leader when appropriate.  Prepare sensitive information for use in discussions and meetings.  

What you will do:

  • Timely response to emails, voice-mails, and written correspondence on behalf of leader
  • May support, track or lead administrative department and/or corporate initiatives and projects
  • Create and edit PowerPoint, Excel and Word Documents as assigned by leader
  • Manage travel planning and coordination
  • Process confidential material appropriately when making copies of department/company documents, as well as when coordinating large copy jobs with internal or external vendor
  • Schedule and coordinate meetings on behalf of manager, anticipating business needs and timing
  • Create and maintain department database, which includes updating files, reference materials etc.
  • Administrative support with PO creation/accruals
  • Create expense reports, including any manager supported
  • New hire on-boarding assistance; successfully plan and execute on-boarding for managers and department employees
  • Order and maintain office supplies for manager and team, using preferred/approved vendors
  • Prepare and track packages/documents for external and interoffice shipping
  • General questions answered, unknown answers researched and appropriate information dispensed to employees and customers/vendors
  • Participate in all-hands, off-sites, etc. as requested by leader
  • Org-chart maintenance for functional group/business unit
  • Create and maintain email distribution lists for functional group/business unit
  • Proactive thought partner with the administrative team
Qualifications:
  • Proficient in the suite of standard office software (Microsoft Office, Visio, QuickBase, etc.) and other tools required to effectively perform job
  • Proficient in operation of office equipment (copy machines, video conferencing equipment, phone systems, outgoing mail and packages, etc.)
  • Proactive: Anticipate needs of leader and functional group/business unit
  • Time-management skills to prioritize and handle multiple tasks in a fast-paced environment
  • Event planning to include support for large meetings, off-sites and team motivation events
  • Strong verbal and written communications skills. Communicate clearly, at multiple levels and with diverse audiences
  • Proven, demonstrated problem-solving skills
  • Knowledge of proper grammar and outstanding proofreading abilities
  • Understand the need for occasional deviation from standard practice in the application of job duties
  • Manage complex calendar(s) and travel arrangements effectively
  • Organize business environment to enable leaders in the functional group/business unit to focus on high-impact responsibilities

 Team / Leadership Skills

  • Exercise good judgment within areas of responsibility
  • Contribute to positive work environment and suggest ideas for process improvement
  • Work closely with other administrative team members to ensure best outcomes are achieved in a timely manner.
  • Participate actively in team administrative meetings, trainings and networking events
  • Build effective and inclusive relationships with personnel at a variety of levels
  • Create and share collaborative processes with other administrative personnel to optimize cross-unit functions
  • Maintain professional demeanor
  • Greet and direct internal and external visitors
  • Understand and demonstrate LegalZoom’s core values
  • Support site engagement
  • Creative thinker
  • Team player attitude is a must

LegalZoom is an Equal Opportunity Employer, dedicated to diversity.