Legal Administrative Assistant-Entertainment

New York, NY

M-F, 930am-530pm

A 15 attorney boutique transactional entertainment law firm is seeking an administrative assistant. Everyone rolls up their sleeves and pitches in in multiple ways. For this position the firm is seeking someone to support two attorneys and also deal with in-house IT support. Firm is willing to train on the IT responsibilities, but candidates must have strong IT leanings.

Administrative Assistant (60%)

• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Import electronic documents, including scanning documents into iManage
• Conserve partner’s time by researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Schedule meetings, book conference room.
• Maintain partner’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintain customer confidence and protects operations by keeping information confidential.
• Contribute to team effort by accomplishing related results as needed.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• File and retrieve legal documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Enter, edit and track daily time in the Firm’s time entry application (TABS) according to required deadline.
• Assist other secretaries with overflow work and provides backup legal secretary support during vacations, leaves of absence, etc., and if needed, provide backup support for reception, conference room and office services functions.
• Perform other related duties required based upon the unique practice of the lawyer or other timekeeper.

Perform other duties and responsibilities as directed by immediate supervisor including such paralegal duties as:

• Complete and record U.S. copyright registration applications with the U.S. Copyright Office, both electronically and by mail
• Run searches on the Public Copyright Catalog database for post-1978 registrations and the Catalog of Copyright Entries (CCE) for pre-1978 registrations
• Run searches using the Trademark Electronic Search System (TESS) search engine of the USPTO’s database
• Conduct research on the Acceptable Identification of Goods and Services Manual (ID Manual) which lists identifications and classifications that the USPTO will accept in the trademark applications
• Finalize and file U.S. trademark applications electronically with the U.S. Patent and Trademark Office
• Browse through the firm’s trademark report for expiring/renewing trademarks
• Assist attorney with corroboration research (name searches, copyright search, trademark search)
• Support attorney on legal vetting book manuscripts, scripts and screenplays
• Research legal statutes and ruling through Westlaw, PACER and other internet sources for use by attorney

IT Coordinator (40%)

• Pilot new equipment, workstation and application updates.
• Coordinate with and assist IT engineers with investigating and diagnosing bugs and issues and to resolve network problems.
• Support for the firm with various technical complexities (i.e., application issues, reimaging/repairing broken workstations, etc.).
• Monitor the firm’s IT environment including Outlook, iManage Filesite/Worksite (DMS).
• Troubleshooting error alerts on Quorum backup system.
• Maintain current hardware and software licensing with vendors.
• Actively manage the firm’s website (www.fwrv.com) by updating, editing and posting firm’s news, articles and events.
• Update and maintaining contacts on Constant Contacts.
• Use Constant Contacts to distribute firm’s newsletter.
• Create and distribute, internally and externally, the firm’s newsletters and announcements.
• Maintain toner supplies for firm’s local and network printers with AM Exclusive.
• Coordinate tech support for HP printers (AM Exclusive and HP support) and Canon copiers.
• Set up A/V equipment (projector, screen, laptop cables, etc.) for presentations and seminars.
• Maintain A/V equipment in working order.
• Troubleshoot connectivity issues on iPhones/Blackberries/Android (ActiveSync).