Executive Assistant Legal

• Email: *****.*********@*****.*** • Marina Del Rey, California Mobile: 310-***-****

E X P E R I E N C E

May 2024 Hirsh Wallerstein Hayum Matlof & Fishman

June 2024 Legal Assistant to Attorneys

Assisted attorneys with daily administrative tasks

Docket deadlines

Coordinated attorney travel arrangements, calendars, lunches, teams and zoom meetings

Scheduled depositions, hearings, and conference calls

Assisted with document management and legal file organization Jan. 2025 Balfour Beatty US – Architecture/Construction Feb.2025 Executive Assistant to Division President

Calendar Management & Meeting Coordination: Scheduled meetings, sent invitations, and ensured all necessary materials were gathered beforehand. Help with rescheduling when priorities shift.

Processed executive expense reports, including assembling required support documents, filling out company- required forms if receipts were unavailable, requesting approvals, and submitting them promptly.

Travel Arrangements: Booking flights and accommodations, and prepared travel itineraries by requested priorities

Event Planning: organizing company events, executive retreats, and important meetings, including coordinating logistics and managing guest lists.

May work with Administrative Assistants from other areas across the business.

Use company standard software to independently develop reports, presentations, spreadsheets, and correspondence as requested. Assembled and distribute reports for internal and external customers.

Liaison and Gatekeeping: Acting as a point of contact between you and the rest of the organization or external stakeholders, maintaining confidentiality and professionalism.

Document and Report Preparation: Assisting in creating presentations, compiling data into reports, and preparing briefing documents.

Task Delegation and Follow-ups: Overseeing tasks delegated to other team members or departments and following up on completion.

Errand running, as needed, including but not limited to driving, picking up or delivering items, etc.

Maintaied confidentiality with sensitive or proprietary information March 2018 Sony Pictures Entertainment – Business Affairs – Motion Pictures April 2024

Legal Administrative Assistant IV to EVP, Business & Legal Affairs – Columbia / TriStar / 3000 Pictures

Prioritized and facilitated meetings, action items, and tasks for executives supported, often in coordination with other senior-level executives’ priorities and calendars

Scheduled and prepared for meetings which included conference room reservation and prep, agendas, calendar invites, and distribution of pertinent related documents, filed and added to the SharePoint

Created, revised, and redlined contracts, and documents, including complex Word, Excel, and Adobe Acrobat files with a mastery of advised usage, word processing extensive handwritten comments, and changes quickly and accurately

Various cloud-based applications for specific tasks such as gathering DocuSign electronic signatures, accessing corporate databases, etc.

Managed documents and facilitated the flow of information between different departments and key stakeholders

(verbal and written), with attention to time-sensitive follow-ups

Managed records storage, both digital and paper, including coordination with other staff regarding shared files

Arranged local and international travel, offsite meeting planning, and all aspects of team meetings/events

Processed related expense reports on a timely basis

Kept EVP and SVP and Directors apprised of staff matters

Handled phone coverage and managed the executive office area, including in-person visitors

Maintained a relationship with and knowledge of other legal groups and support departments such as IT, copy services, facilities, mailroom, etc.

Other general administrative duties (updating databases, creating and maintaining organizational distribution lists, etc.

Managed subscriptions, ordered office supplies, processed mail, copied, filed, and FedEx.

Miscellaneous duties as required

Dec. 2017

Jan – 2018

Twentieth Century Fox Films – Office Manager (Contract)

• Prepared requisitions and memos, drafted clearance request letters, and logged scripts

• Assisted in the preparation of script clearance and filing of legal documents

• Organized social functions and special meetings, coordinated meeting room schedules

• Answered telephones, handled incoming mail and e-mail, and updated the status of

• Ordered office supplies, refreshments, and lunches for the department, coordinated meetings, etc.

• Assisted analysts and managers with their daily pre-production, production, and post-production

• Maintained a log of scripts, monitored deliveries, scheduled screenings, coordinated special events, etc.

• Script Clearance requests and composed permission request letters, and legal releases

• Scheduled meetings, department screenings, coordinated calendars, and expense reports

• Helped establish all standing meetings for executives during department moving

• Managed daily operations for executives, including high volume phones, scheduling large Domestic a

• Attended international meetings and presentations with executives, filmmakers, and agencies

• Coordinated Domestic and International travel itineraries. Significant experience with airlines, visas worldwide hotels, airport greeters, transportation, and other travel logistics

• Acted as liaison between the executive and reporting Domestic and International departments

• Oversaw executives’ non-profit organizations, keeping track of spending, budgets, donations, and galas

• Oversaw Second Assistant’s administrative duties

• Hired and coordinated all catering, equipment rentals, and approved time sheets for vendors

• Managed POs, recurring payments, and other studio expenses

• Managed all internal reporting

• Kept project within agreed budget and schedule/timeline

•

Worked closely with other departments and employees across the studio May 2015

Sept. 2017

Sony Pictures Entertainment – Executive Assistant / Office Manager’s duties: (Contract)

• Staffed and coordinated public events, publicity events, and related publicity tasks

• Organized and coordinated ad hoc projects (office moving, offsite meetings, etc.)

• Ordered and maintained office supplies

• Responsible for ordering supplies for the facilities and day-to-day functions

• Prepared financial statements and cover letters

• Booked flights, cars, hotels, and restaurants, arranged for international meetings and conferences

• Managed all travel arrangements, hotels, and organized events- dinners, including preparation of detailed itineraries

• Handled IT needs, including software updates, dashboard documents, class and events scheduling

• Coordinated special events, parties, and meetings, including vendors, guest invitations, catering, etc.

• Interacted regularly with senior executives, agents, talents, writers, and producers

• Processed and prepared domestic and international travel and expense reports

• Maintained a database of all pitches submitted to the development team

• Supported the planning and execution of internal and external events

• Helping to manage all aspects of space allocation and helping with office moves

• Maintained Legal/Vendor contracts and managed invoicing and finances for office-related expenditures

• Served as a ‘New Hire’ employee onboarding facilitator and assisted with various projects as needed Assistant Contract Pool Positions:

• Executive Assistant to EVP, International Strategy & Research, Sony Pictures Entertainment (Sept-Oct 2017)

• Legal Assistant to Deputy General Counsel, Sony Pictures Entertainment (August – September 2017)

• Executive Assistant – Office of President of Marketing, Sony Pictures International Releasing (May – July 2017)

• Executive Assistant to SVP of Business Affairs, Sony Pictures Studios (March – April 2017)

• Executive Assistant – Office of President, UCLA (August - December 2016)

• Executive Assistant to Director for Education & Public Programs, J. Paul Getty Museum (April – August 2016) June 2009 20TH Century Fox International Channels - Office of CFO – Executive Assistant V June 2014

• Assisted with preparing budgets and invoices

• Significant experience with airlines, travel visas, worldwide hotels, airport greeters, transportation, and other travel logistics

• Acted as liaison between the executive and reporting Domestic and International departments such as Media, Digital Marketing

• Distribution, Creative Advertising and Content, Publicity, Post-Production, Partnerships, and Consumer Products

• Oversaw executives’ non profit organizations, keeping track of spending, budgets

• Oversaw Second Assistant’s administrative duties

• Maintained visitor ID, guest database, and controlled access badge records

• Set up New Hires with access badges and parking passes

• Coordinated all daily operational routines of the department, filling, distribution, and ordering office equipment/supplies

• In charge of office and kitchen supplies, such as snacks and drinks for the sales team

• Answered telephone calls and prepared international expense reports

• Coordinated internal and external meetings, events, markets, training classes, conference calls, and booking conferences. rooms

EDUCATION

MBA

Campos Salles University

Sao Paulo/Brazil

Business Administration

Marketing & Communications

TECHNICAL ABILITIES

Fluent in Italian, Spanish, Portuguese, and French Microsoft Suite (Excel, Outlook, Teams, PowerPoint, Word) Production & post-production techniques/equipment. Other equipment and formats.

Darts, Citrix, Concur, Slack, Ariba, Photoshop, Adobe Creative Suites, Google Suite, DocuSign, Revu

Advanced knowledge in various office productivity tools, including Google Apps, Egencia, Zoom, DocuSign, etc. Microsoft Outlook, Word, Excel, and PowerPoint, as well as applications such as Zoom, Microsoft Teams, and Adobe Suite, knowledge of Macintosh, Microsoft Office, Adobe, Zoom, Slack, and Imanage. Department leader with international experience with major film studios. Highly efficient work ethic. Effective at meeting deadlines, proficient in interaction with colleagues, and able to take responsibility and operate efficiently with minimum supervision.

Operational and management experience in business affairs, creative, sales, marketing, advertising, promotions, client services, and production (technical/physical). Excellent written, oral, and interpersonal skills. Great motivation and determination.

Multicultural knowledge of industry leaders, practices, and global cultures. Total flexibility to work remotely under the necessity of the business.

Contact this candidate