Legal Administrative Assistant

Role Overview

• Performs a variety of secretarial duties for attorney(s) to whom assigned according to established policies and procedures.
• Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.
• Drafts correspondence, edit, redline, apply style schemes, proofread documents as requested, including engagement letters, memoranda, audit letters, and other correspondence.
• Handle heavy phones, screen and transmit telephone calls to attorneys, and take messages, if necessary, with recognition of and attention to the particular needs of the clients.
• Maintains assigned attorneys’ calendar including scheduling travel, conference calls for attorneys and clients and make appointments when necessary.
• Reads, sorts and dates incoming mail. Ensures that outgoing mail is delivered timely. If necessary, routes mail to specific delivery service and follows up on timely delivery.
• Arranges for meetings/conference rooms, using the firm’s conference room reservation software system.
• Opens new clients and/or matters. Handles clearing various conflicts with other attorneys matters. Drafts conflict waiver letters as necessary.
• Maintains contacts in Outlook for assigned attorneys, pursuant to each of their preferences.
• Assists accounting billing assistant with month end billing and other billing matters as requested by assigned attorneys.
• Prepares and submits travel expenses reports and other business-related expenses for reimbursement.
• Prepares and updates closing binders as necessary.

Requirements

• Five or more years on the job experience is necessary, coupled with an understanding of the entertainment industry and knowledge of industry norms, key players, and general processes.
• Interpersonal skills necessary to communicate and follow instructions while establishing positive relationships with agents, producers, venues and other entertainment professionals.
• Must be able to maintain sensitive information about clients, contracts, projects, and financial matters with the utmost confidentiality.
• Able to handle last-minute changes and high-pressure situations typical in the entertainment industry.
• Familiarity with DocuSign, MS Word, Outlook, Excel and PowerPoint required.
• Familiarity with Workshare Compare and DeskSite preferred.

Benefits

• Additional compensation and benefits include overtime as applicable
• health/welfare benefits
• retirement plan
• paid holidays
• paid time off