Executive Assistant (Legal and People & Culture) at Hudson Pacific Properties in Los Angeles, CA

Job description

Our story is simple: we’re a real estate company focused on epicenters of innovation for media and tech. That was our Chairman and CEO Victor Coleman’s vision when he founded the company in 2006. He began building a seasoned team, purchased two Hollywood studio lots, and dramatically expanded our California office footprint by taking the company public in 2010. Today, from our Los Angeles headquarters, to Silicon Valley, to San Francisco, to Seattle, to Vancouver and beyond, we own, transform, build and operate marquee office and studio properties. Fortune 500, premier growth companies and groundbreaking start-ups, with an emphasis on those in the media and tech industries, call these properties home. Our expertise and our industry relationships enable us to access markets and assets ahead of the curve. We concentrate on where the talent is and wants to be—just like our tenants and clients. We work closely with them to find and create the perfect environment, and to provide the services that enable their employees to thrive. We build, we create value and we’re always looking towards what’s next. Job Summary: Provide high-level administrative and executive support for both the EVP, General Counsel, and Chief People Officer, whose areas of responsibility include People & Culture, Information Technology, Artificial Intelligence, Innovation, Sustainability, and Social Impact. Prioritize multiple and often conflicting deadlines, commitments, and projects. Work proactively and independently to anticipate the needs of the Legal and People & Culture departments. Implement and streamline office procedures; maintain files; and perform all other required office tasks, including processing invoices and expenses, managing meeting schedules, and securing travel arrangements. Work closely with the executives to anticipate needs and follow specific instructions without difficulty. In the executive’s absence, take initiative and work independently with little direct input. What You'll Do: Coordinate a busy master calendar requiring interaction with both internal and external executives and assistants to schedule appointments and various meetings. Organize and coordinate all meetings and events, including assessing priority, reserving locations, arranging hospitality and catering, greeting guests, attending meetings and taking notes, and providing necessary summaries and follow-through on action items after meetings. Manage and provide administrative support on projects and initiatives, including researching; compiling and preparing legal and People & Culture reports; developing and implementing plans; coordinating efforts; maintaining systems; tracking progress; facilitating communication; and actively following up on action items and deliverables. Provide administrative and project support across the CPO’s areas of responsibility, including People & Culture, Information Technology, Artificial Intelligence, Innovation, Sustainability, and Social Impact. Support the coordination, research, tracking, and execution of cross-functional initiatives related to technology, AI, innovation, sustainability, and social impact. Assist with AI-enabled tools and workflows, including researching applications, documenting processes, organizing information, and helping identify opportunities to improve efficiency and productivity. Perform all administrative duties required to maintain and ensure effectiveness and efficiency, including streamlining office procedures, preparing expense reports, ordering supplies, coordinating shipment of materials, and establishing and maintaining organized files. Review all Legal and People & Culture invoices for accuracy and ensure proper backup documentation and coding. Submit invoices in the system for timely processing. Screen, sort, and respond promptly, as appropriate, to telephone, written, and email communication. Coordinate all international and domestic travel itineraries, including flight, hotel, restaurant, car serv