Entertainment Client Service Specialist (Legal Administrative Assistant)

Staff Careers•New York, NY

21d•$75,000 - $100,000

About The Position

This role will provide broad administrative support to the Partner and team for client matters, new business opportunities, industry functions events, travel, accommodations, reimbursements and all-related activities, including research and task/agenda organization. The right candidate is experienced, dedicated, team focused, highly communicative, personable, confident and possesses a high level of professionalism, and can foresee needs and expectations, and independently creates solutions for such needs. The Client Service Specialist will have the opportunity to have a long-term home in an administrative role within a law firm entertainment department with a focus on the motion picture, television, streaming, podcast, and live stage spaces. ESSENTIAL FUNCTIONS: Attorney Support Provide superior client service by initiating, answering, screening, and conferencing multi-party calls in a precise, courteous, and timely manner and providing other client assistance when needed. Manage busy and changing calendar, including overseeing all call times and deadlines. Prepare summaries, charts and spreadsheets to maintain organization of attorney agenda, call lists, itineraries, networking maps, and activities. Proficient in preparing and reviewing documents containing track changes and redlines. Work closely with attorneys and clients to ensure seamless and timely communication of information and correspondence. Manage DocuSign and execution of agreements and tracking of deal correspondence. Manage workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with clients and team members to complete assignments. Coordinate attorney travel arrangements, and research (e.g. air travel, event logistics, city hotels/housing, etc. and prepare clear presentations of options, and communicate with third parties and attorney regarding the same. Also assist with client gifting. Prepare client engagement letters, weekly department summary and other department related announcements, email correspondence with clients, internal team members and other third parties, prepare legal documents, memoranda, and correspondence from draft or dictated text. Create, edit, format, and proofread documents, spreadsheets and presentations with the highest level of accuracy and attention to detail. Manage document retention and saving client documents, attorney work product and all related documentation to specific files on the firmwide document management software system (Imanage). Process new business requests by working closely with the New Business Intake Team by opening new matters; preparing and reviewing conflicts submissions; close matters; and create and maintain client case files using appropriate recordkeeping software. Assist in the coordination of client billing using sophisticated software and procedures that may require client-specific instructions; reviewing and releasing of attorney time entries. Manage submission of all expense reimbursements, and related documentation. Assist in researching issues for media interviews, business development, and other attorney requested matters. Collaboration and Teamwork Work proactively with Legal Team Assistants to accomplish tasks. Collaborate with resources, including Attorney Resource Center, as appropriate to complete projects and tasks. Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality. ADDITIONAL FUNCTIONS: Other related duties, as assigned, including general office related responsibilities.

Requirements

Minimum of ten (10) years related experience at a law firm or legal or corporate department required.
Ability to effectively gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
Excellent verbal and written communication skills.
High level of inter-personal skills required to handle sensitive and confidential situations.
Position requires a highly professional demeanor and appearance including possessing poise, tact and diplomacy.
Ability to maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.
Proven proficiency using legal terminology and experience working in related practice area(s).
Experience with court/administrative related agency filings and meeting related deadlines.
Possess a high level of proficiency using a variety of office equipment including personal computer, telephone, transcription equipment, printer, and copier.
Keyboarding skills of 60 wpm or higher required.
Must have intermediate-level working knowledge of the MS Office Suite including Outlook, Word, Excel and PowerPoint.

Nice To Haves

Associate’s Degree preferred; Bachelor’s Degree a plus; applicable work experience may be considered in lieu of a degree.

Responsibilities

Provide superior client service by initiating, answering, screening, and conferencing multi-party calls in a precise, courteous, and timely manner and providing other client assistance when needed.
Manage busy and changing calendar, including overseeing all call times and deadlines.
Prepare summaries, charts and spreadsheets to maintain organization of attorney agenda, call lists, itineraries, networking maps, and activities.
Proficient in preparing and reviewing documents containing track changes and redlines.
Work closely with attorneys and clients to ensure seamless and timely communication of information and correspondence.
Manage DocuSign and execution of agreements and tracking of deal correspondence.
Manage workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with clients and team members to complete assignments.
Coordinate attorney travel arrangements, and research (e.g. air travel, event logistics, city hotels/housing, etc. and prepare clear presentations of options, and communicate with third parties and attorney regarding the same.
Also assist with client gifting.
Prepare client engagement letters, weekly department summary and other department related announcements, email correspondence with clients, internal team members and other third parties, prepare legal documents, memoranda, and correspondence from draft or dictated text.
Create, edit, format, and proofread documents, spreadsheets and presentations with the highest level of accuracy and attention to detail.
Manage document retention and saving client documents, attorney work product and all related documentation to specific files on the firmwide document management software system (Imanage).
Process new business requests by working closely with the New Business Intake Team by opening new matters; preparing and reviewing conflicts submissions; close matters; and create and maintain client case files using appropriate recordkeeping software.
Assist in the coordination of client billing using sophisticated software and procedures that may require client-specific instructions; reviewing and releasing of attorney time entries.
Manage submission of all expense reimbursements, and related documentation.
Assist in researching issues for media interviews, business development, and other attorney requested matters.
Work proactively with Legal Team Assistants to accomplish tasks.
Collaborate with resources, including Attorney Resource Center, as appropriate to complete projects and tasks.
Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.
Other related duties, as assigned, including general office related responsibilities.