Law firm is seeking an Executive Assistant to support 2 Associates in their Century City office.
Essential Functions:
- Handle incoming/outgoing calls, check voicemail, and keep an accurate and up-to-date call log
- Coordinate with other offices to schedule and calendar calls with multiple participants
- Roll calls and transcribe communiques when required
- Screen and prioritize all forms of communication, including mail, and be a responsible gatekeeper on behalf of attorney, clients, and the firm
- Maintain contact and client information
- Keep accurate calendar and remind attorney(s) of upcoming calls, lunches, and meetings
- Schedule lunches and make reservations as requested
- Coordinate travel arrangements as requested, securing air and ground transportation and hotel accommodations
- Set up electronic and physical files in a timely fashion in accordance with Firm policies and procedures
- Use record-keeping best practices including filing document drafts, comments, executed copies and relevant correspondence in accordance with Firm policies and procedures
- Create, format, and edit correspondence and other written materials including templated agreements, letters, memos, cover sheets, other legal documents
- Track negotiations and agreement drafts to ensure documents are reviewed and finalized (according to the approval of the supervising attorney)
- Redline and version-compare agreements as needed
- Redact and excerpt agreements as needed
- Prepare and send agreements for signature via Docusign, Adobe sign, or for wet-ink signature to the appropriate parties as required; track and distribute executed documents to the appropriate parties
- Do research and discovery as requested, including pulling files, searching past correspondence, and finding and circulating precedent
- Answer client inquiries with discretion and direct them to personnel who can best assist when appropriate
- Complete client start paperwork and onboarding paperwork per project as needed (or work with accountants/business managers to obtain said information)
- Track client deal terms and invoice studios on projects in a timely fashion, as needed; answer client questions regarding payments and billing
- Perform administrative tasks, including processing new client/matter requests, invoicing client commissions, tracking attorney MCLE requirements and hours, and submitting expense reports in a timely fashion
- Enter timesheets on a monthly basis
- Handle personal tasks as requested including but not limited to retrieving drinks or ordering lunches
- Submit timecards, vacation, and other time off requests in a timely manner
- Provide phone or desk coverage when needed for other Executive Assistants
- Adhere to the Firm’s cyber security and phishing protocols and procedures
- Miscellaneous administrative tasks, special projects, and other duties, as requested
Job Requirements and Qualifications:
• Minimum 3 years of general office experience required
• Public Notary designation is desirable
• Entertainment law or other legal assistant background desirable, including familiarity with key industry people
• Ability to make sound discretionary decisions while handling sensitive and confidential information
• Highly proficient in Word, Excel, Outlook, and proprietary Firm computer programs
• iManage experience preferred but not required
• Proven ability to work well with all staff and senior level executives, both internal and external
• Contribute to overall success of the Firm by being a team player
• Maintain professional attitude and demeanor
• Must have a sound knowledge of business and entertainment law correspondence and an ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy
• Must type a minimum of 60 WPM with accuracy in a setting with many interruptions; must be able to transcribe from dictation equipment, handwritten drafts, or verbal dictation
• Ability to work overtime, as required
Job Requirements:
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Hire Options Inc (formerly Legal Option Group/Corporate Option Group) was established in 1997 and is committed to serving the legal community in Los Angeles. Our clients and candidates receive our personal attention and a degree of assurance that can only come from our many years of experience filling positions in law firms – finding jobs for Administrators, Legal Secretaries, Paralegals, Word Processors, HR Managers, Records Clerks, Receptionists, Accounting personnel and more.