Overview
Secondary Administrative Legal Support Floater Assistant Jobs in Los Angeles, CA at Entertainment Law Firm
Secondary Administrative Legal Support Floater
We are seeking an experienced, highly adaptable Administrative Legal Support Floater to join our fast-paced entertainment law practice.
This is a permanent, full-time position for a candidate with prior professional administrative support experience who is interested in a long-term career in legal administration and executive support within the entertainment industry.
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 Legal Support Floater will assist executive assistants with overflow work, time-sensitive assignments, special projects, and firmwide administrative projects.
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.
For the right individual, this position may provide an opportunity for future advancement into a dedicated Executive Assistant role if an appropriate opening becomes available. Advancement is not guaranteed and will depend on performance, experience, Firm needs, and available opportunities.
Required Qualifications
- Minimum of two years of relevant full-time professional experience in an executive assistant, legal assistant, administrative assistant, or comparable professional support role is required. Internship experience alone does not satisfy this requirement.
- Demonstrated professional experience supporting attorneys, executives, agents, managers, or other senior-level professionals is required.
- Relevant experience in an entertainment law firm, talent agency, management company, or similar entertainment-industry legal, representation, or business environment is required.
- Experience involving actors, directors, writers, producers, or other entertainment-industry clients or professionals is preferred.
- Must be seeking a permanent, long-term career in legal administration and executive support. This is not an internship or temporary position.
- 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.
ResponsibilitiesLegal 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-up.
- 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-up.
- 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.
- Maintain clear notes regarding completed work, pending matters, upcoming deadlines, and items requiring attention while providing desk coverage.
- 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, responsibilities may include:
- 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 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.
Position Details
Location: Los Angeles, California
Employment Status: Full-time, non-exempt
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.
Work Arrangement: Hybrid. 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.
The position is eligible for overtime pay and meal and rest periods in accordance with applicable law. Occasional overtime may be required.
Compensation
Hourly Rate: $31.25 to $36.06 per hour, depending on relevant experience.
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.
Benefits
Benefits for eligible full-time employees currently include:
- Blue Shield PPO medical coverage, with the Firm paying 100% of the standard employee medical plan. Optional buy-up plans are available. Dependent coverage is at the employee’s expense.
- Dental and vision insurance available at the employee’s expense.
- $25,000 life insurance policy.
- Long-term disability coverage.
- Healthcare and Dependent Care Flexible Spending Accounts.
- 10 vacation days annually during the first three years of employment, 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, including eligibility for voluntary employee contributions after 30 days and potential Firm contributions after applicable eligibility requirements are met.
Benefit eligibility, enrollment, coverage, contributions, accruals, and other terms are governed by the Firm’s Employee Handbook and applicable plan documents.
Equal Employment Opportunity and Fair Chance Hiring
The Firm is an equal opportunity employer and does not discriminate on the basis of any characteristic protected by applicable federal, state, or local law. The Firm provides reasonable accommodations as required by applicable law.
The Firm will consider qualified applicants, including applicants with criminal histories, in a manner consistent with applicable federal, California, and City of Los Angeles law.
Any offer of employment is contingent upon completion of a background check conducted after a conditional offer of employment and in accordance with applicable law.
Pay: $31.25 – $36.06 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: Hybrid remote in Los Angeles, CA 90067
Title: Secondary Administrative Legal Support Floater Assistant
Company: Entertainment Law Firm
Location: Los Angeles, CA
Category:
