Legal Executive Assistant (Legal)
Katten is a firm of first choice for clients seeking sophisticated, high-value legal services in the United States and abroad. Our nationally recognized practices include corporate, financial services, litigation, real estate, environmental, commercial finance, insolvency and restructuring, intellectual property, and trusts and estates. Our more than 650 attorneys serve public and private companies, including a third of the Fortune 100, as well as a number of government and nonprofit organizations and individuals. We provide full-service legal advice from locations across the United States and in London and Shanghai.
LEGAL EXECUTIVE ASSISTANT - CORPORATE, ENTERTAINMENT TRANSACTIONS
Under the general direction of assigned attorney(s) or other legal personnel and according to established Firm policies and procedures, is responsible for providing specialized administrative support and secretarial assistance to assigned attorneys/legal personnel pertaining to all aspects of entertainment transactions. Assignment involves multi-tasking document production with heavy administrative functions and client contact requiring a high degree of executive secretarial, management, and technical skills. This position typically supports three or more attorneys or other legal personnel as a primary assignment and also provides back-up secretarial assistance to other attorneys/legal personnel as requested. Maintains professionalism and strict confidentiality in all client and Firm matters.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but may not be limited to, the following. Other duties may be requested and/or assigned. Regular and predictable attendance is an essential function of the position. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Generate, prepare, organize and maintain documentation and forms requisite to the entertainment and media practice area, such as agreements, releases, distributions, deal memoranda, inducement letters, certificates of engagement, consents, terms and conditions, guarantees, etc.
Create, edit, and compile large, heavily formatted documents as well as prepare correspondence, memoranda, and other legal documents from draft or dictated text utilizing MS Word software. Proofread all documents for accuracy and completeness. Compose correspondence when appropriate.
Manage and maintain heavy calendars (utilizing calendar software, if applicable) and assist in meeting deadlines. Schedule appointments and meetings, arrange for conference rooms and meals, and communicate information to all respective parties.
Initiate, answer and screen incoming telephone calls for a phone intensive desk. Record and transmit telephone messages. Set up conference calls. Provide information to callers when appropriate.
Input attorney/legal personnel's time utilizing the Firm's time entry software on a daily basis.
Receive, sort, and distribute incoming mail. Process outgoing mail to assure timely delivery. File mail in client/case files, as necessary.
Update attorney/legal personnel's contacts in InterAction, Outlook, or document contact lists.
Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm. Maintain excellent public relations with clients.
Open new client matters and request conflict of interest checks. Generate new files and maintain client, chron, and general files assuring that filing is kept current. Prepare files to be closed utilizing proper records storage procedures. Conduct periodic review of inactive files for possible storage of files.
Maintain up-to-date listing of client/matter names and numbers for each attorney/legal personnel.
Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.
As directed, convert documents into .pdf or word format and create redlines.
Maintain knowledge of Firm operating procedures, departments, and support areas.
Prepare and submit expense reports for each attorney/legal personnel utilizing Firm expense reimbursement software.
This job has no supervisory responsibilities.
KNOWLEDGE, SKILLS, AND ABILITIES
High school diploma or equivalent and five or more years progressive legal secretarial experience; or equivalent combination of education and experience. Prior experience in the Entertainment Transactions practice area of law preferred.
Computer proficient with experience and working knowledge of MS Word required. Ability to work with complex, heavily coded documents and produce documents from transcription. Working knowledge of Outlook, Excel, HotDocs, IRM, Kofax Power PDF, Adobe Acrobat, Chrome River, Interaction, DocuSign, iManage (or other document management system) and PowerPoint preferred. Keyboarding skills of 65 wpm preferred.
Excellent organizational skills including record keeping, data collection, tracking documents, and system information. Ability to compile, analyze, and deal directly with client situations, and furnish information by written correspondence, e-mail, or verbally.
Analytical and technical skills requiring an aptitude for detail, precision, and logic in order to perform essential administrative/clerical functions and utilize Firm software.
Exhibit high degree of initiative in managing multiple client priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow.
Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
Ability to work discreetly with confidential information and situations.
Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position's responsibilities.
Proactive with excellent troubleshooting, problem resolution, and follow-through skills in order to oversee and complete assignments/tasks from inception to completion.
Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
Ability to operate standard office equipment, including computer, telephone, laser printer, transcription equipment, photocopier, scanner, facsimile, calculator, etc.
Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.
Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.
The work environment is characteristic of a normal office environment with little exposure to excessive noise, dust, temperature, etc.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. This position description may be modified in the future as necessary.
Katten will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of Article 9 to Chapter XVIII of the Los Angeles Municipal Code.
Katten Muchin Rosenman LLP is an Equal Opportunity Employer/AA-M/F/SO/Disability/Veteran.See Job Description