Executive Assistant / Paralegal

This is a Full Time Job

Westside Talent Agency is seeking a highly organized, proactive, and detail-oriented Executive Assistant / Paralegal to provide administrative and legal support to agency leadership. This hybrid role requires discretion, sound judgment, strong organizational skills, and the ability to thrive in the fast-paced, deadline-driven environment of the entertainment industry.

The ideal candidate will serve as a trusted partner to an executive while assisting with legal documentation, contract administration, compliance, and related matters involving talent representation and agency operations. This individual must be comfortable managing competing priorities, handling confidential information, coordinating complex schedules, and communicating professionally with talent, agents, attorneys, clients, and external business partners.

Responsibilities
Executive & Administrative Support
• Provide comprehensive administrative support to executives, including calendar management, meeting coordination, travel arrangements, expense reports, and day-to-day office operations.
• Manage complex and frequently changing schedules while anticipating conflicts and prioritizing time-sensitive matters.
• Coordinate internal and external meetings, prepare agendas and materials, and ensure timely follow-up on action items.
• Draft, proofread, and manage professional correspondence, reports, presentations, and confidential communications.
• Serve as a primary point of contact for executives, maintaining professional relationships with agents, talent, attorneys, clients, studios, production companies, and other industry partners.
• Organize and maintain electronic and physical files, records, contact lists, and confidential documentation.
• Track deadlines, outstanding requests, and deliverables to ensure timely completion of executive and departmental priorities.
• Support special projects, internal initiatives, and other operational needs as required.

Paralegal & Legal Support
• Assist attorney and legal personnel with the preparation, review, organization, and maintenance of contracts, agreements, amendments, releases, and other legal documents.
• Support contract administration and tracking for talent representation agreements, independent contractor agreements, confidentiality agreements, and other agency-related documents, as applicable.
• Maintain organized legal files, contract databases, signature records, and document management
systems.
• Monitor contract deadlines, renewal dates, expiration dates, and other critical milestones.
• Assist with legal research, document review, information gathering, and preparation of materials for attorney review.
• Coordinate document circulation, signature collection, and follow-up with internal departments and external parties.
• Assist with corporate records, compliance documentation, insurance certificates, and other administrative legal matters.
• Help maintain confidentiality and appropriate access controls for sensitive legal, financial, personnel, and talent-related information.
• Liaise with outside counsel and internal stakeholders regarding document requests, status updates, and administrative coordination.
• Provide general legal administrative support while ensuring that legal analysis, advice, and substantive legal decisions remain with licensed counsel.

Qualifications
• Bachelor's degree or equivalent combination of education and relevant professional experience preferred.
• Paralegal certificate required
• Prior experience as an executive assistant, legal assistant, paralegal, or in a similar administrative/legal support role.
• Experience in a talent agency, entertainment law firm, management company, production company, studio, or related entertainment business preferred.
• Familiarity with contracts, legal terminology, document management, and administrative legal procedures.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
• Strong proficiency in Microsoft Office, particularly Outlook, Word, and Excel, as well as electronic document management and e-signature platforms.
• Ability to handle confidential information with discretion, professionalism, and sound judgment.
• Strong interpersonal skills and the ability to work effectively with individuals at all levels of an organization.
• A proactive, solutions-oriented mindset and a willingness to take ownership of responsibilities.