Executive Assistant – Corporate Controller / CFO Management

Duration:   06 Months.

Pay Rate:$40/hr

This Executive Assistant position is responsible for the Corporate Controller’s Office leadership team.

The position is responsible for general administrative support, knowledge of Mattel's administrative policies and processes, as well as relationships developed within the executive team.
 
DAY TO DAY DUTIES INCLUDE:

• Manage a busy schedule, calendar, and correspondence for the SVP/Controller (SVP), two VPs, and respective teams.  The SVP and leadership team have multiple meetings, and extensive communication with direct reports, staff, colleagues, and external providers in various time zones globally.  Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete efficiently and accurately a broad variety of administrative tasks that facilitate the Controller department’s ability to effectively lead the organization, including: assisting with special projects; coordinating IT desktop issues; designing and producing complex documents, reports, and presentations as needed; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
• Prioritize executive’s schedule and needs based on knowledge of needs & priorities.  Determine appropriate course of action, or response, exercising proper judgment, especially on matters of a confidential or critical nature.
• Anticipate, actively manage, and execute the SVP and departmental business needs.  Act as a “gatekeeper” and “gateway” role, proving a bridge for smooth communication between the SVP and the leadership team and demonstrate ability to maintain credibility, trust and support.
• Manage all aspects of the department’s office services including phone coverage, booking meeting rooms, and supply management and replenishment.
• Juggle multiple tasks and projects accurately, including support of the department during the close process, with the ability to grow to take on more in support of the team.
• Assistance with long term accounting projects under supervision of managers and analysts
• Assistance with the preparation of the agenda and distribution of materials for Audit Committee Board of Directors meetings.
• Assistance with materials for other various meetings including presentations, drafting agendas, compiling information, etc.
• Tasks such as obtaining staff meals when calendar schedule requires, interacting with the other assistants and teams.
• Execute other ad hoc requests from the executive and department.

QUALITIES OF A SUCCESSFUL CANDIDATE:

• 7+ years administrative experience supporting at the senior executive level.
• A bachelor’s degree.
• Strong verbal and written communication skills.  Experience working with international and domestic teams, multiple time zones and multiple languages.
• Strong organizational skills and attention to detail. Make appropriate, informed decisions regarding priorities and available time.  Ability to deal with and handle changing schedules quickly and efficiently.
• Expert proficiency with Microsoft Office -- Outlook, Word, Excel, Power Point, etc.
• Ability to complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround; strong problem-solving skills are required.
• Excellent interpersonal skills, which will enable him/her to interact with a range of personalities and styles and to establish effective relationships at all levels of the organization.
• Analytical ability and basic general accounting/bookkeeping knowledge are a plus.
• Be strongly self-motivated, decisive, and able to work in a fast-paced environment.
• Be proactive and capable of working as a member of a team, as well as independently.
• Possess the desire and commitment to take on increasingly greater levels of responsibility.
• Be trusted and loyal; maintain a high level of integrity and discretion in handling confidential and sensitive information.
• Cultural sensitivity towards employees and visitors.
• Understanding of how to represent an executive office and acting with sensitivity around this..
• Ability to think ahead, anticipating important needs and meetings.
• Ability to treat external parties as true partners, understanding that their success will lead to Mattel’s success.
• Flexibility to come in early or work late, as necessary and where approved.