Temporary Entertainment Client Service Specialist (Legal Administrative Assistant)

Staff Careers•New York, NY

25d•$75,000 - $100,000•Onsite

About The Position

Fox Rothschild is seeking a dedicated Temporary Client Service Specialist for our fast-paced entertainment group in New York City. Reporting to the chair of Fox Rothschild’s entertainment practice, the successful candidate will be an independent self-starter with a keen eye for detail and prior experience thriving on a high volume/pressure executive/partner desk. This position will provide dedicated legal assistance, administrative support, along with research and correspondence concerning client matters, industry events, travel and activities. The right candidate is highly communicative, personable, confident and possesses a high level of professionalism, and is able to foresee needs and expectations. The Client Service Specialist will have a true opportunity to shine in an administrative role within a law firm entertainment department with a focus in the motion picture, television, streaming, podcast, and live stage spaces.

Requirements

Associate’s Degree preferred; Bachelor’s Degree a plus; applicable work experience may be considered in lieu of a degree.
A minimum of five years of experience at a law firm and/or a business and legal affairs department of a company, and interest/knowledge of the film, entertainment, and media industry a plus.
Ability to effectively gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
Excellent verbal and written communication skills.
High level of inter-personal skills required to handle sensitive and confidential situations.
Position requires a highly professional demeanor and appearance including possessing poise, tact and diplomacy.
Ability to maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.
Proven proficiency using legal terminology and experience working in related practice area(s).
Experience with court/administrative related agency filings and meeting related deadlines.
Possess a high level of proficiency using a variety of office equipment including personal computer, telephone, transcription equipment, printer, and copier.
Keyboarding skills of 60 wpm or higher required.
Must have intermediate-level working knowledge of the MS Office Suite including Outlook, Word, Excel and PowerPoint.

Responsibilities

Attorney Support Provide superior client service by initiating, answering, screening, and conferencing multi-party calls in a precise, courteous, and timely manner and providing other client assistance when needed.
Manage busy and changing calendar, including overseeing all call times and deadlines.
Prepare summaries, charts (strong experience and ability with excel and word chart software) and spreadsheets to maintain organization of attorney agenda, call lists, itineraries, networking maps, and activities.
Work closely with attorneys and clients to ensure seamless and timely communication of information and correspondence.
Manage DocuSign and execution of agreements and tracking of deal correspondence.
Manage workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with clients and team members to complete assignments.
Coordinate attorney travel arrangements, and research (e.g. air travel, event logistics, city hotels/housing, etc. and prepare clear presentations of options, and communicate with third parties and attorney regarding the same. Also assist with client gifting.
Prepare client engagement letters, weekly department summary and other department related announcements, email correspondence with clients, internal team members and other third parties, prepare legal documents, memoranda, and correspondence from draft or dictated text.
Create, edit, format, and proofread documents, spreadsheets and presentations with the highest level of accuracy and attention to detail.
Manage document retention and saving client documents, attorney work product and all related documentation to specific files on the firmwide document software system (imanage).
Assist chair of department as primary assignment and provide additional support, backâup, and PTO coverage for the CSS assigned to the team.
Process new business requests by working closely with the New Business Intake Team by opening new matters; preparing and reviewing conflicts submissions; close matters; and create and maintain client case files using appropriate recordkeeping software.
Assist in the coordination of client billing using sophisticated software and procedures that may require client-specific instructions; reviewing and releasing of attorney time entries.
Manage submission of all expense reimbursements, and related documentation.
Work proactively with all team members to accomplish tasks.
Collaborate with resources, including Attorney Resource Center, as appropriate to complete projects and tasks.
Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.
Other related duties, as assigned, including general office related responsibilities.