Full Time Job

Administrative Assistant, Late Night & Specials Legal Affairs


New York, NY 03-31-2021
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  • Paid
  • Full Time
  • Entry (0-2 years) Experience
Job Description

Include, but are not limited to:
• Provide professional phone coverage at all times, take messages as required and deliver to attorneys in a timely manner
• Manage heavy and complex schedules, coordinating calls and meetings with internal and external parties utilizing multiple calendars; keep attorneys on schedule; demonstrate flexibility, patience and persistence in routinely rescheduling calls and meetings
• Arrange complex logistics for multiple-attendee and multiple-location meetings (including Telepresence and slide presentation set-ups); coordinate audio/visual needs for meetings; attend and take notes as requested by attorneys
• Accurately process and track legal work, including uploading documents into various databases and management systems and updating status charts and tracking reports
• Draft, type, edit and distribute simple legal documents, project reports, letters, memos, presentations, spreadsheets, emails and other documents
• Maintain strict confidentiality and professionalism along with a positive attitude
• Arrange travel and accommodations including comprehensive and detailed itineraries
• Prepare and process expense reports, reimbursements and reconciliations in accordance with Company policy guidelines; process outside counsel and other legal-related invoices
• Handle general office and administrative tasks, including the ordering of miscellaneous supplies
• Manage administrative and coordination aspects of special projects as designated including planning and organizing internal events
• Provide backup for other assistants on the team

Basic Qualifications
• Demonstrated high-level proficiency in MS Office Suite and database management
• College degree or High School/GED and comparable work experience

Eligibility Requirements
• Must be willing to work in New York, NY
• Must have unrestricted authorization to work in the United States

Desired Characteristics

Desired Characteristics
• Demonstrated interest in media industry or legal field
• Previous administrative support experience preferred
• Maintain a positive attitude and demonstrate ability to thrive in a dynamic, fast-paced business environment
• Flexible, organized, self-starter, with excellent attention to detail – able to seek out answers and resources on own and anticipate team needs
• Superior time management skills with the ability to multitask and prioritize work for multiple attorneys simultaneously
• Strong interpersonal and communication skills, including a professional phone manner and in-person presence; experience as a team player; ability to develop and maintain good working relationships with numerous executive assistants and other individuals (e.g. executives, talent attorneys and agents, productions company counsel) and coordinate with those individuals
• Demonstrated ability to assume greater responsibility as circumstances dictate
• Strong document organization skills including the ability to quickly and accurately file and keep records
• Strong computer skills and demonstrated ability to quickly learn and adapt to new programs and technologies
• Ability to think strategically, recognize areas of opportunity and independently implement plans (seeking guidance and approval from team as needed)