Job Description

The Role

Assistant sought for the Executive Director of Compliance. The Assistant should be proactive and detail oriented.  This role manages the office for a busy legal executive.  The candidate must be comfortable working with individuals in a variety of roles both within and outside of the agency. 

Responsibilities

• Handle high-volume calendar and schedule
• Complete monthly expense reports and other administrative tasks 
• Organize and update hard copy files and binders, ensuring all relevant documents are within reach
• Organize and maintain high-volume calendars, creating efficiency and balance in daily/weekly/monthly schedules 
• Handle internal and external requests for time, utilizing strong judgment in prioritization and flexibility to meet scheduling changes and shifting priorities 
• Anticipate needs, problem-solve for challenges, and manage emerging issues in a proactive manner 
• Provide in office coordination for large meetings, lunches and team meetings
• Coordinate heavy and complex travel including all associated logistics 
• Prepare daily “To-Do” Lists in addition to managing follow-up files and determining which items can be handled directly by the assistant on the executive’s behalf
• Draft, redline and edit highly confidential legal compliance documents, personnel documents
• Understand the workflow relationships for the Office of the Chief Legal Officer (OCLO), and the agency at large
• E-file high volume of documents and send documents for e-sign as needed
• Access and run reports on legal databases
• Be a collaborative and reliable cross-functional partner for colleagues
• Assist with creating presentation materials
• Plan and coordinate various team events  
• Contribute to department or agency initiatives and projects in addition to your core role 
• Perform other varying personal and professional administrative tasks as needed 
• Routes incoming calls to the appropriate personnel, and track for follow up as needed
• Receives and directs visitors
• Assists with legal billing
• Assist with meeting minutes as needed
• Collaborate in various legal/compliance related projects and tasks

Qualifications

• 5+ years of relevant administrative assistant experience
• BA/BS from an accredited 4-year University or College preferred
• Prior agency experience is a plus, but not required
• Expert in Microsoft Outlook, PowerPoint, Word, Excel, Adobe Acrobat Professional and Internet
• Must possess strong organizational and communication skills and be able to manage through ambiguity effectively
• Must possess the ability to pay close attention to detail
• Must have the ability to meet deadlines and able to juggle multiple tasks simultaneously, working with a sense or urgency
• Strong follow-up and project management skills
• Able to work in a fast-paced and team-oriented department
• Must be resourceful and possess good judgment
• Ability to properly and discreetly handle sensitive and confidential information

Location

This hybrid role requires onsite presence in our Los Angeles office Monday – Thursday, with Fridays flexible.

Compensation: The base hourly rate for this position is in the range of $28.00 - $35.00. This position also is eligible for benefits and discretionary bonus. Ultimately, wages may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.

Please provide complete and legible information.  An incomplete application may affect your consideration for employment.

Creative Artists Agency, LLC (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law.

The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.

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