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Legal Operations eBilling Analyst/Sr. Administrative Assistant

El Segundo, California

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Posting Title Legal Operations eBilling Analyst/Sr. Administrative Assistant Requisition Number 221590 Company Mattel HQ, Inc. Location El Segundo, California Address 333 Continental Blvd Zip Code 90245 Job Category Administrative

CREATIVITY IS OUR SUPERPOWER. It’s our heritage and it’s also our future. Because we don’t just make toys. We create innovative products and experiences that inspire, entertain and develop children through play. Mattel is at its best when every member of our team feels respected, included, and heard—when everyone can show up as themselves and do their best work every day. We value and share an infinite range of ideas and voices that evolve and broaden our perspectives with a reach that extends into all our brands, partners, and suppliers.

The Team:  We have an exciting opportunity to join our Law Department, where we embrace Mattel's values and goals by providing thoughtful and timely advice to all Mattel business functions around the world.  We strive to find creative, practical solutions that prudently manage risk and contribute to Mattel's success, and we practice law in accordance with the highest standards of integrity and ethics.


The Opportunity:  We are looking for a Legal Operations eBilling Analyst/ Sr. Administrative Assistant to be the front-line legal billing support for our law firms and Law Department staff. This is a hybrid role in which half of the candidate's job responsibilities will involve legal operations and the other half legal administration.  

For the legal operations role, the candidate will partner with internal stakeholders to ensure consistent adherence to billing guidelines by our outside counsel.  Responsibilities include invoice review, day-to-day interfacing with our legal eBilling software, and the preparation of monthly and quarterly reports, among other things.  The candidate will also work closely with our finance and accounts payable teams, technology providers, and outside counsel to aid in the resolution billing discrepancies, system issues, and quarter close processes.  

In addition, this role will work closely with our VP of Legal to support administrative duties for the litigation, advertising and privacy professionals based in several locations.  The position is based in our Corporate Headquarters in El Segundo, California.  This is a critical role that requires strong interpersonal skills, attention to detail, and a collaborative mentality. 

What Your Impact Will Be: 

Legal Operations/ eBilling:

  • Primary law firm contact for legal billing inquiries
  • Onboard new law firms to eBilling and ERP platforms
  • Troubleshoot and resolve invoicing issues with all law firm and business partners
  • Support and monitor invoice rejections, reconciliations, submission accuracy, and timeliness
  • Manage vendor onboarding in legal eBilling and accounts payable systems
  • Work closely with accounts payable and Law Department teams for accruals and budget processes
  • Facilitate budget management, including interfacing with the internal finance team and law firms, managing e-billing payments, using platforms to create reports and manage spend
  • Provide year over year law firm rate analysis/reports
  • Maintain vendor profiles, including fee arrangements, discounts, and vendor contacts
  • Create and maintain financial/matter reports
  • Identify process gaps and participate/execute in continuous system improvements

Legal Administration:

  • Create PowerPoint decks, Excel spreadsheets, and other charts/materials - and be creative and think out-of-the-box in doing so
  • Manage busy calendars; book meeting rooms; manage supplies and mail
  • Project and task management
  • Create and manage electronic and physical records
  • Collaborate constructively with assistants and staff within and outside the Law Dept., including C-suite executive assistants
  • Arrange travel including air, hotel, ground transportation
  • Improve existing administrative practices
     

What We’re Looking For: 

Legal Operations/ eBilling:

  • 3 years' experience with law firm or corporate law department billing
  • Ability to independently manage and prioritize workload and projects
  • Experience with CounselLink ELM or similar legal billing system
  • Familiarity with LEDES invoice formats for domestic and international billing
  • Proficient with Microsoft Excel
  • Strong written and verbal communications skills
  • Familiarity with alternate fee arrangements

Legal Administration:

  • Experience supporting multiple executives and/or large team of VPs/Sr. Directors/Managers
  • Detail-oriented, with excellent organization and communication stills (in emails, on the phone, etc.
  • Must be computer and technology savvy (advanced working knowledge in MS Office -- Outlook, Word, and Power Point, proficiency in MS Excel, and ability to generate redlines)
  • Client and customer service mindset
  • Skilled at learning new software and troubleshooting MS Office challenges 
  • Experience with iManage or similar document management system a plus

General:

  • Identify and elevate issues in a timely fashion (and before they become surprises or urgent)
  • Ability to work effectively in a fast-paced, high energy professional environment
  • Proactively manage tasks, projects, and deadlines
  • Anticipate needs of supervisors
  • Professionally manage changing and conflicting priorities
  • Excellent interpersonal skills and ability to work collaboratively with a broad range of work styles and personalities
  • Capable of working effectively as a member of a team -- and also independently
  • Strong planning and organizational skills
  • Take initiative and ownership of work and pride in work well done; decisive, with a positive attitude
  • Trustworthy and able to appropriately handle confidential and other sensitive information and materials
  • A bachelor's degree is preferred

What It’s Like to Work Here:

We are a purpose driven company aiming to empower the next generation to explore the wonder of childhood and reach their full potential. We live up to our purpose employing the following behaviors:

  • We collaborate: Being a part of Mattel means being part of one team with shared values and common goals. Every person counts and working closely together always brings better results. Partnership is our process and our collective capabilities is our superpower.
  • We innovate: At Mattel we always aim to find new and better ways to create innovative products and experiences. No matter where you work in the organization, you can always make a difference and have real impact. We welcome new ideas and value new initiatives that challenge conventional thinking.
  • We execute: We are a performance driven company. We strive for excellence and are focused on pursuing best in class outcomes. We believe in accountability and ownership and know that our people are at their best when they are empowered to create and deliver results.

Our Approach to Hybrid Work

We embrace a hybrid work model to empower a culture of growth, optimism, and wellbeing, where everyone can deliver on our shared purpose and realize their full potential. Combining purposeful in-person collaboration with tech-enabled hybrid work, our focus is to provide flexibility while enabling collaboration for moments that matter.

Who We Are:

Mattel is a leading global toy company and owner of one of the strongest catalogs of children’s and family entertainment franchises in the world. We create innovative products and experiences that inspire, entertain and develop children through play. We engage consumers through our portfolio of iconic brands, including Barbie, Hot Wheels, Fisher-Price, American Girl, Thomas & Friends, UNO and MEGA, as well as other popular intellectual properties that we own or license in partnership with global entertainment companies. Our offerings include film and television content, gaming, music and live events. We operate in 35 locations and our products are available in more than 150 countries in collaboration with the world’s leading retail and ecommerce companies. Since its founding in 1945, Mattel is proud to be a trusted partner in empowering children to explore the wonder of childhood and reach their full potential.

Mattel is recognized for the second year in a row as a Great Place to Work™ and as one of Fast Company’s Best Workplaces for Innovators in 2022.

Visit us at https://jobs.mattel.com/ and www.instagram.com/MattelCareers.

Mattel is an Affirmative Action/Equal Opportunity Employer where we want you to bring your authentic self to work every day. We welcome all job seekers including minorities, females, veterans, individuals with disabilities, and those of all sexual orientations and gender identities.

AA/EEO and Accessibility Commitment

Mattel is an Affirmative Action/Equal Opportunity Employer where we want you to bring your authentic self to work every day. We welcome all job seekers including minorities, females, veterans, individuals with disabilities, and those of all sexual orientations and gender identities.

Mattel aims to make its Careers website accessible. It is Mattel’s Policy to provide reasonable accommodations to people with disabilities as required by law. If you’re interested in applying for employment with Mattel, and need assistance with this online system at any point during the application, screening or selection process, or if you believe you do not meet any of the required qualifications of a posted position due to a protected disability and would like to explore the possibility of an accommodation, please contact our Talent Acquisition team at: TalentAcquisition@mattel.com. It is Mattel's Policy to consider all qualified applicants for employment without regard to race, color, religion, national origin, ancestry, social origin, age, marital status, veteran and protected veteran status, disability, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. Mattel has also developed an Affirmative Action Program in compliance with federal regulations and to enhance Mattel's objectives of equal access to opportunities at all levels of employment.