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Executive Assistant - Hybrid Remote

Santa Monica, CA

The legal department at Kite is seeking an experienced Executive Assistant to support the Head of Legal.  This position will be based at Kite’s corporate headquarters in Santa Monica, California, and will report to the Head of Legal.  This is a Hybrid remote (3 days in the office, 2 days from home).

In this role you will perform clerical and administrative tasks that are typical for an in-house legal department. 

Responsibilities for this position will include the following:

  • Providing clerical and administrative support to the Head of Legal, attorneys, paralegals and contract specialists
  • Managing certain individual team members’ meeting schedules in Outlook
  • Arranging travel and submitting expense reports
  • Preparing, formatting, proofing, editing and archiving company documents, including agreements, meeting minutes, correspondence and memoranda
  • Assisting with preparation of PowerPoint presentations
  • Scheduling meetings (including web conferences) for team members
  • Coordinating with other company administrative professionals, including those supporting other senior executives and the CEO
  • Processing and tracking payment of invoices by coordinating with outside vendors and our in-house finance department
  • Managing purchase orders for the department
  • Assisting attorneys with external law firm engagements and becoming proficient with the company’s automated law firm billing system
  • Arranging interviews for department candidates and creating interview schedules for them, then assisting with logistics on the day of the interview
  • Ordering and monitoring office supplies and IT equipment for the department
  • Assisting with departmental matters such as arranging team meetings, speaker programs, training sessions, and tracking continuing legal education certificates
  • Assist with onboarding of new team members
  • Tracking departmental budget
  • Assistance with team event planning

Basic Qualifications:

  • Bachelor’s Degree OR
  • Associate Degree and 2+ years of experience OR
  • High School Degree and 3+ years of experience

Preferred Qualifications:

  • Prior experience working either at a law firm or with an in-house legal department
  • General knowledge and understanding of office policies and procedures
  • High degree of professional ethics and integrity, with good attention to detail
  • Excellent verbal, written and interpersonal skills
  • Advanced knowledge and experience with MS Office including Outlook, Word, PowerPoint and Excel, and other common software such as Adobe Acrobat
  • Experience with online document management systems such as iManage
  • Ability to adapt in a constantly evolving environment
  • Self-motivated with a strong sense of ownership in areas of responsibility
  • Superior exercise of discretion with respect to matters of confidentiality and attorney-client privilege
  • Willingness and ability to work with and coordinate activities across many individuals in various departments
  • Ability to multi-task and appropriately triage a heavy workflow, setting appropriate priorities and delivering results efficiently
  • Ability to think creatively, devise solutions to challenging problems and effectively drive issues to closure
  • Ability to work independently and as part of a team
  • Exercise mature and reliable judgment while enjoying the company's enthusiastic, informal, and fast-paced environment
SmartHire, Inc. offers Contingency Search, Retained Search, Recruitment Process Outsourcing RPO and On-Demand Hourly recruiting.

SmartHire focuses in Legal, Engineering, Medical or Healthcare, Human Resources, Communications/Public Relations, Information Technology, Finance & Accounting, Biotechnology, Non-Profit, Marketing and Sales.   

For more information on SmartHire, please visit our website at www.smarthireinc.com.

SmartHire Inc., 1 E Erie St, Suite 525-2573, Chicago, IL 60611
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