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Legal Assistant The candidate will provide assistance to the group by managing day-to-day administrative responsibilities. Will distribute all mail; heavy telephone support (e.g., answer, screen, transfer as necessary and/or handle inquiries directly as well as log calls); promptly relay phone messages via email or text or phone call if urgent; provide word processing services; create files (including maintain chronological files) and executed document files and binders for group members; gather information and research facts as requested. Support attorneys in effectively performing responsibilities and ensuring that specific issues are handled and addressed in a timely manner. Manage and organize paper flow of the distribution group. Through timely filing of all documents and organization of such files. Ensure that an accurate record of all work is maintained. Type and/or draft documents (including, but not limited to, transmittals, resume responses, and amendments) and answer telephone inquiries as appropriate or requested. Ensure effective use of time and increased customer service. Manage attorney schedules and travel arrangements. Access the attorneysâ€™ Outlook calendars, stay on top of scheduled meetings, handle calls for scheduling as appropriate. Ensure effective use of time and increased customer service. Communicate appropriate with parties calling about attorney availability and schedules and manage attorneys through meetings as appropriate. Prepare travel and entertainment expense reports. Collect credit card receipts, invoices and other documentation and prepare report in Concur and Aspen 360. Insure that accounting deadlines are not missed. Handle administrative responsibilities with respect to distribution of agreements, amendments, etc. Fax, FedEx, messenger or mail as appropriate; maintain distribution lists and update as needed. Insure timely dissemination of documents is needed. AAS degree or secretarial certificate is needed. Excellent writing, communication and organizational skill is essential. Strong PC skills including Word for Windows, Excel is needed. Should have 5+ years of administrative experience or 3 years legal assistant experience. BA./B.S. degree or degree in Legal Studies is desired. Paralegal experience is desired. Database management is desired. Experience in a legal admin position in an entertainment firm is needed.
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