Receptionist/Administrative Assistant at Big Dutchman, managing front desk and supporting departments in a dynamic environment. Engaging with visitors and providing administrative assistance to ensure smooth operations.
About the role
- Legal Administrative Assistant performing secretarial duties for attorneys in the entertainment industry. Requires confidentiality, organization, and familiarity with legal processes.
Responsibilities
- 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
Job title
Job type
Experience level
Salary
Degree requirement
No Education Requirement
Location requirements
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