Administrative Assistant / Office Manager
ConfidentialLos Angeles, CA
Part Time Job
Solo practice entertainment law firm seeking an experienced Administrative Assistant to join its office part-time. The position entails managing all administrative aspects to provide support to the founding partner and general administrative duties for the office. The successful candidate will be self-motivated, quick-thinking, proactive, and able to juggle multiple and diverse responsibilities in a fast-paced environment with a strong emphasis on organization and unwavering attention to detail at all times. Excellent interpersonal and communication skills are a must.
• Manage calendar and daily schedule, including scheduling conference calls and other appointments, client meetings and making reservations.
• Rolling calls
• Organize and maintain physical and digital filing system
• Coordinate and manage office vendors including; phone system support, technical computer support (IT), office supplier (furniture and handymen), parking, time warner cable, AT&T, website, property management company, office accountant, health insurance, 401K and any and all miscellaneous vendors arising from office needs.
• Manage new client intake procedures
• Maintain office supplies stock and place orders as needed
• Take dictation and transcribe all hand-written notes
• Monitor and update internal and external project trackers for each client
• Research and find relevant trade articles to update social media (Twitter and Facebook) daily.
• Coordinate deal process flow and manage contract execution process, including exchange of signatures and the processing of originals
• Coordinate interview process and paperwork for new employees and interns.
• BA/BS/Associates Degree (Law school graduates will not be considered)
• Excellent verbal and written communication and interpersonal skills
• Excellent project management and time management skills
• Excellent organizational and records management skills
• Candidate must be proficient with Mac computers and Microsoft Office (Word, Excel, PowerPoint). Must have decent computer background and ability to handle minor IT requests. Familiarity with iPhone a plus
• Detail-oriented, methodical and able to assess strengths and weaknesses of various organizational procedures
• Ability to maintain a consistently high level of performance
• Ability to work proactively, independently and reliably under tight time frames in a fast paced environment
• Must have a positive attitude with the ability to deal with strong personalities
• Ability to manage multiple tasks and prioritize with an appropriate sense of urgency
• Reliable, punctual and dependable
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