Legal Administrative Assistant

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.

Key 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 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.
  
  

Qualifications

• Ability to read and write to proof and perform editing of documents and related correspondence.
• 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.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
  
  

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.