Entertainment Practice Assistant

barnes; Los Angeles (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Barnes & Thornburg seeks an experienced legal secretary to support assigned attorneys in a fast-paced environment in Los Angeles. You will draft and edit correspondence, manage complex calendars and travel, handle high-volume phone calls, and maintain client and matter files with strict confidentiality.

Proficiency in MS Word, Outlook, Excel, PowerPoint, and tools like DocuSign, Workshare Compare, and DeskSite is required. Excellent communication and ability to work under pressure are essential.

Qualifications

• 3+ years of secretarial experience.
• Understanding of the entertainment industry and related norms.
• Interpersonal skills to communicate with agents, producers, venues and other entertainment professionals.
• Maintain confidentiality of sensitive information.
• Capable of handling last-minute changes and high-pressure situations.
• Proficient with DocuSign, MS Word, Outlook, Excel and PowerPoint.

Responsibilities

• Drafts and edits correspondence and engagement letters.
• Handle heavy phone duties and route calls to attorneys.
• Maintain attorneys’ calendars and schedule travel.
• Read, sort, and date incoming mail; ensure timely delivery of outgoing mail.
• Arrange meetings and conference rooms using reservation software.
• Open new matters and clear conflicts; draft conflict waiver letters.
• Maintain Outlook contacts for attorneys.
• Assist billing with month-end processes and other billing matters.
• Prepare travel expense reports and other business-related expenses for reimbursement.
• Prepare and update closing binders as necessary.

Skills

Editing

Proofreading

Calendar management

Interpersonal communication

Confidentiality

Handling high-pressure situations

MS Word

Outlook

Excel

PowerPoint

DocuSign

Workshare Compare

DeskSite

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.