Floater Assistant
Confidential
Los Angeles, CAThis is a Full Time Job
Hybrid position. 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.
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.
Entertainment law firm is seeking an experienced, highly adaptable Administrative Support Floater to join our fast-paced practice.
The primary responsibility of this position is to provide backup executive assistant coverage when the Firm’s primary floater is unavailable due to sick time, vacations, overlapping absences, or other staffing needs.
When not providing desk coverage, the Administrative Support Floater will assist executive assistants with overflow work, time-sensitive assignments, and special projects, and will support firmwide administrative projects as needed.
The position also provides limited File Clerk/Receptionist support only when that employee is absent due to vacation, sick time, or other occasional leave. These duties are not part of the position’s regular day-to-day responsibilities.
This role requires flexibility, sound judgment, strong follow-through, and the ability to quickly adapt to different attorneys, assistants, work styles, and changing priorities.
Responsibilities
Executive Assistant Coverage and Administrative Support
• Provide backup executive assistant coverage as needed.
• Manage calendars, meetings, appointments, calls, correspondence, and other desk responsibilities.
• Monitor Outlook and time-sensitive communications and ensure appropriate follow-ups.
• 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-ups.
• Save, profile, search, retrieve, and organize documents in iManage.
• Maintain accurate and organized client, matter, calendar, and administrative information.
• Assist executive assistants with overflow work, projects, deadlines, scheduling, document organization, and other administrative assignments.
• Support the Office Administrator with firmwide projects and special assignments as needed.
• Handle confidential and privileged information with discretion and sound judgment.
Organization, Follow-Through and Adaptability
• Maintain a reliable 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 changing assignments, deadlines, workloads, staffing needs, and attorney priorities.
• Work effectively with attorneys and assistants who have different work styles, communication preferences, procedures, expectations, and demanding schedules.
• Maintain professionalism, accuracy, responsiveness, and composure in a fast-paced environment.
Limited File Clerk/Receptionist Absence Coverage
Only when the File Clerk/Receptionist is absent due to vacation, sick time, or other occasional leave, the Administrative Support Floater may assist with:
• iManage file and matter creation and document filing.
• Mail, packages, deliveries, and shipments.
• Restocking office supplies, beverages, snacks, kitchens, and common areas.
• Maintaining conference rooms, supply areas, and shared spaces.
• Other routine file clerk and office-services responsibilities needed during the employee’s absence.
These duties are occasional and secondary to the position’s executive assistant coverage and administrative support responsibilities.
Technology Requirements
• Strong working experience with Microsoft Outlook and Microsoft 365.
• Proficiency in Microsoft Word, including formatting, track changes, document comparison, and redlines.
• Working knowledge of Excel, SharePoint, Teams, and Zoom.
• Proficiency with Adobe Acrobat.
• Experience with iManage or a comparable document-management system strongly preferred.
• Experience with DocuSign, Zoom, and similar professional office applications preferred.
• Ability and willingness to learn Firm-specific technology and systems.
The Firm uses approved AI-enabled tools as part of its administrative and workflow processes. The successful candidate must be willing and able to learn and use Firm-approved AI tools and participate in applicable technology training. All AI and technology use must comply with Firm policies, confidentiality, privilege, information-security, and professional requirements, and AI-generated work must be appropriately reviewed and verified.
Qualifications
• Previous executive assistant, legal assistant, administrative assistant, or comparable professional office experience required.
• Entertainment law firm, talent agency, management company, production company, or similar entertainment-industry experience strongly preferred.
• Experience supporting attorneys, executives, agents, managers, or other senior-level professionals strongly preferred.
• Strong organizational, prioritization, proofreading, written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to exercise sound judgment, maintain confidentiality, and work independently.
• Comfortable working in a high-volume environment with changing priorities, deadlines, and periods of significant activity.
The position is eligible for overtime pay and meal and rest periods in accordance with applicable law. Occasional overtime may be required.
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.
Salary/Benefits
Benefits for eligible full-time employees currently include:
• Blue Shield PPO medical coverage, with the Firm paying 100% of the standard employee plan. Optional buy-up plans are available; dependent coverage is employee-paid.
• Employee-paid dental and vision insurance.
• $25,000 life insurance policy.
• Long-term disability coverage.
• Healthcare and Dependent Care Flexible Spending Accounts.
• 10 vacation days annually for the first three years, 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 with voluntary employee contributions after 30 days and potential Firm contributions after applicable eligibility requirements.
Benefits are subject to the Firm’s Employee Handbook and applicable plan documents.
Additional Information
Sloane, Offer, Weber & Dern, LLP is an entertainment law firm that is committed to equal opportunity employment and fair chance hiring. The firm does not discriminate based on any characteristic protected by applicable federal, state, or local law and provides reasonable accommodations as required. Sloane, Offer, Weber & Dern, LLP considers qualified applicants, including those with criminal histories, in compliance with applicable laws. Any offer of employment is contingent upon the completion of a background check conducted after a conditional offer.
Applicants must have prior executive assistant, legal assistant, administrative assistant, or comparable professional office experience. Applicants without relevant professional administrative experience will not be considered.
