We are seeking an experienced and adaptable Administrative Support Floater to join our entertainment law practice.
The Administrative Support Floater provides backup executive assistant coverage when the Firm’s primary floater is unavailable or otherwise unable to meet the Firm’s coverage needs. When not providing desk coverage, the position assists executive assistants with overflow work, time-sensitive assignments, document organization, and special projects, and supports the Office Administrator as needed.
Prior administrative experience on the legal, business affairs, or talent representation side of the entertainment industry is required. This position requires strong organization, judgment, follow-through, discretion, and the ability to quickly adapt to different attorneys, work styles, and priorities.
Responsibilities
Executive Assistant Coverage and Administrative Support
- Manage complex calendars, meetings, appointments, calls, correspondence, and other assigned desk responsibilities.
- Monitor Outlook and time-sensitive communications and ensure appropriate follow-up.
- Coordinate scheduling with attorneys, clients, representatives, executives, and other outside parties.
- Prepare, revise, proofread, format, and distribute correspondence, agreements, and other documents.
- Prepare and review document comparisons and redlines.
- Assist with document production, signatures, electronic filing, and related follow-up.
- Save, profile, search, retrieve, and organize documents in iManage.
- Assist executive assistants with overflow work, deadlines, document organization, and other administrative assignments.
- Support the Office Administrator with firmwide projects and special assignments as needed.
- Handle confidential, sensitive, and privileged information with discretion and sound judgment.
Organization, Follow-Through, and Desk Coverage
- Maintain an effective system for tracking assignments, deadlines, pending matters, awaiting responses, and required follow-up.
- Follow assignments through to completion and communicate promptly when priorities conflict or a deadline may be affected.
- When providing desk coverage, maintain clear notes regarding completed work, pending matters, upcoming deadlines, and items requiring attention.
- Provide an organized handoff so the returning assistant can quickly understand what was completed and what remains outstanding.
- Adapt quickly to different attorneys, assistants, work styles, communication preferences, workloads, deadlines, and changing priorities.
- Exercise good judgment in determining when an issue requires immediate attention, escalation, or follow-up.
- Maintain professionalism, accuracy, responsiveness, and composure in a fast-paced environment.
Required Experience and Skills
- Previous executive assistant, legal assistant, or comparable high-level administrative support experience required.
- Prior administrative experience on the legal, business affairs, or talent representation side of the entertainment industry required.
- Relevant experience includes supporting an entertainment attorney, legal or business affairs professional, or an agent or manager representing established above-the-line talent.
- Candidates from a talent agency or management company must have experience supporting agents or managers who represent established above-the-line talent, including actors, writers, directors, producers, or comparable creative clients.
- Candidates from a studio, network, production company, or similar entertainment company should have experience supporting a legal or business affairs department or professional.
- Experience managing complex calendars, time-sensitive communications, confidential matters, and competing priorities for senior-level professionals.
- Strong proofreading, written and verbal communication, organizational, and prioritization skills.
- Strong attention to detail and follow-through.
- Ability to exercise sound judgment, maintain confidentiality, and work independently.
Required Technology Skills
- Advanced proficiency in Microsoft Word, including demonstrated experience with Track Changes, document comparisons, and preparing and reviewing redlines.
- Strong proficiency in Microsoft Outlook and Microsoft 365.
- Proficiency with Adobe Acrobat.
- Working knowledge of Excel, Teams, Zoom, DocuSign, and similar professional office applications.
- Ability and willingness to learn Firm-specific technology and systems.
- Ability and willingness to learn and use Firm-approved AI-enabled tools in accordance with Firm policies regarding confidentiality, privilege, information security, review, and verification.
Preferred Technology Experience
- Experience with iManage or a comparable document management system.
- Experience with inEntertainment
- Experience with DeepJudge AI
Position Details
Location: Los Angeles, California
Employment Status: Full-time, non-exempt
Schedule: Monday through Friday, generally 9:30 a.m. to 6:30 p.m., inclusive of a one-hour unpaid meal period. Schedule flexibility is required based on coverage and Firm business needs, including occasional 9:00 a.m. start times and other schedule adjustments.
Work Arrangement: Hybrid. The regular schedule is in-office Monday through Thursday and remote on Fridays. Friday in-office attendance may occasionally be required based on coverage or other Firm business needs.
The position is eligible for overtime pay and meal and rest periods in accordance with applicable law. Occasional overtime may be required.
Compensation
Hourly Range: $31.25 to $36.06 per hour (approximately $65,000 to $75,000 annually based on a 40-hour workweek, excluding overtime).
Actual compensation within the stated range will be determined based on relevant experience, skills, qualifications, and other job-related considerations. Overtime will be compensated in accordance with applicable law.
Benefits
Benefits for eligible full-time employees currently include:
- Blue Shield PPO medical coverage, with the Firm paying 100% of the Firm’s standard employee medical plan. Optional buy-up plans are available. Dependent coverage is at the employee’s expense.
- Dental and vision insurance available at the employee’s expense.
- $25,000 life insurance policy.
- Long-term disability coverage.
- Healthcare and Dependent Care Flexible Spending Accounts.
- 10 vacation days annually during the first three years of employment, increasing to 15 days after three full years.
- Paid year-end Firm closure, generally between Christmas and New Year’s.
- 48 hours of paid sick leave annually.
- Firm-recognized paid holidays.
- Firm-paid parking.
- 401(k) plan, including eligibility for voluntary employee contributions after 30 days and potential Firm contributions after applicable eligibility requirements are met.
Benefit eligibility, enrollment, coverage, contributions, accruals, and other terms are governed by the Firm’s Employee Handbook and applicable plan documents.
Equal Employment Opportunity and Fair Chance Hiring
We are an equal opportunity employer and does not discriminate on the basis of any characteristic protected by applicable federal, state, or local law. The Firm provides reasonable accommodations as required by applicable law.
We will consider qualified applicants, including applicants with criminal histories, in a manner consistent with applicable federal, California, and City of Los Angeles law.
Any offer of employment is contingent upon completion of a background check conducted after a conditional offer of employment and in accordance with applicable law.
Pay: $31.25 - $36.06 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
People with a criminal record are encouraged to apply
Experience:
- Executive administrative support: 2 years (Required)
Work Location: Hybrid remote in Los Angeles, CA 90067
