Entertainment Practice Assistant

Barnes-&-Thornburg-LL; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Barnes & Thornburg seeks an experienced legal secretary to support entertainment attorneys, draft and proof correspondence, manage calendars and travel, and handle billing and client communications.

The role requires 3+ years of relevant experience in the entertainment industry, strong editing and MS Office skills, and ability to handle high-pressure situations with discretion.

Qualifications

• Ability to read and write to proof and perform editing of documents and related correspondence.
• 3+ on the job experience in entertainment industry, with knowledge of industry norms, key players, and processes.
• Interpersonal skills to communicate and follow instructions while building relationships with agents, producers, venues and other entertainment professionals.
• Must maintain confidential information about clients, contracts, projects and financial matters.
• Able to handle last-minute changes and high-pressure situations typical in entertainment.
• Familiarity with DocuSign, MS Word, Outlook, Excel and PowerPoint.
• Familiarity with Workshare Compare and DeskSite preferred.

Responsibilities

• Drafts correspondence, edits, redlines, applies style schemes, proofreads documents such as engagement letters and memoranda.
• Handles heavy phones, screens and transmits calls, and takes messages with client needs in mind.
• Maintains calendars for assigned attorneys and arranges travel and conference calls as needed.
• Reads, sorts, and dates incoming mail; ensures timely outgoing mail and delivery.
• Arranges meetings and conference rooms using reservation software.
• Opens new clients/matters and clears conflicts; drafts conflict waivers as needed.
• Maintains Outlook contacts per attorney preferences.
• Assists billing with month-end tasks and other billing matters.
• Prepares and submits travel expenses and other reimbursements.
• Prepares and updates closing binders as necessary.

Skills

Editing

Communication

Interpersonal skills

Confidentiality

Tools

DocuSign

MS Word

Outlook

Excel

PowerPoint

Workshare Compare

DeskSite

Job description

Summary: 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.

Responsibilities:

• 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 outgoing mail is delivered on time. When necessary, routes mail through the appropriate delivery service and follows up to confirm 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.

Qualifications:

• Ability to read and write to proof and perform editing of documents and related correspondence.

• 3 + 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.

Working Conditions:

Normal law office environment with little exposure to excessive noise, dust and temperature. The above is intended to describe the general content of an requirements for the performance of this job. It is not to be construed as an exhaustive statement to essential functions, responsibilities or requirements.

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.