Erin M. Jacobson, Esq., A.P.C. is a rapidly growing music law firm in Los Angeles, CA. The firm represents music artists, songwriters, composers, music publishers, independent record labels, managers, producers, and estates and heirs of legacy music catalogues. The nature of the firm work is transactional, handling contractual and publishing administration matters on behalf of clients (i.e. no litigation).
Our mission is to protect music creators, rights’ owners, and their catalogues through expert deal negotiation, intellectual property management, and advice for long term success. Our top values are protecting our clients, having our clients’ best interests at heart, honesty, professionalism, top-quality work product, expert knowledge, and innovation.
We are looking for a superstar Administrative Assistant to support staff and clients. Work in this firm is extremely detailed, fast-paced, highly professional, and very efficient. This firm is looking for a solid team member who is smart, positive, reliable, and trustworthy.
This is a part-time, remote role, reporting directly to the firm owner/managing attorney. You must be located in California to be considered for this position.
The mission of the Administrative Assistant is to expertly, efficiently, and independently handle all administrative details for the firm owner/attorney and anticipate her needs at an exceptionally high level, allowing her to focus her time on leading the business and making the most important contributions to her clients. The Administrative Assistant is a key member of the team in supporting the firm owner/managing attorney and creating the space needed for the firm to expand.
While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week and can increase in complexity based on the proficiency of the Administrative Assistant. The most important responsibility of the Administrative Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the initiatives of the firm owner.
- Email management on behalf of firm owner, including managing and responding to client inquiries
- Complex calendar management and scheduling on behalf of the firm owner
- Managing CRM software and onboarding of new clients, including preparing and sending engagement agreements
- Managing and maintaining practice management software and client database, including ongoing updates of client matters
- Screening potential clients and onboarding new clients
- Preparation of document templates, letters, and documents
- Implementing efficient systems and workflows
- Communicating on the firm owner’s behalf with clients and opposing counsel via email and telephone
- Data input and ongoing management of client, catalogue, and song registration and royalty data
- Managing execution of social media and email newsletter
- Reviewing and assistance with documents and client matters (based on performance)
Knowledge and Experience: The Administrative Assistant will have a high attention to and meticulous eye for detail and accuracy, using their existing experience supporting legal executives.
The Administrative Assistant must also have prior experience in or knowledge of the music industry, or if not, be able to quickly learn the new concepts that come with working in the music industry. Working in a music law firm is unique unto itself and is unlike working in law firms handling general or other practice areas.
Quality Communication: The Administrative Assistant must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. A large part of this position is understanding and responding to potential client inquiries, so you must be able to interpret and understand client requests and respond to them correctly based on their inquiry.
High Level of Discretion: Since our Administrative Assistant will regularly work with confidential information, discretion and sensitivity regarding client and firm information is a must at all times. There will be no tolerance for sharing firm or client information outside of the firm.
Competency: The Administrative Assistant will be able to competently format documents, including making sure spacing, font sizes, and other elements are correct. The Administrative Assistant will also need to possess, strong organizational and planning skills, the ability to take and adapt to directions, and the ability to work autonomously and efficiently, think strategically, and be proactive in anticipating the needs of the firm owner.
Self-Starter: The Administrative Assistant should be able to independently manage own workload, be resourceful in completing tasks when firm owner is not available, meet deadlines, handle a fast-paced environment, and improve the efficiency of procedures.
Attitude: We are looking for someone that is incredibly trustworthy, reliable, responsible, and able to keep client information confidential. The Administrative Assistant will also have a positive, can-do attitude who relates well with staff and clients, and who does not complain, make excuses, or gossip.
Affinity for Technology: Our Administrative Assistant will be a technologically savvy Mac user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Microsoft Office Suite, Clio Grow, Clio Manage, Asana, Mailchimp.
Please submit the following to firstname.lastname@example.org:
- Cover letter
- Writing sample
- 3 references
- Please state “Administrative Assistant” in your subject line.
Your attention to detail and ability to follow instructions will be tested via your application. Show you can follow instructions by inserting the first line in the body of your cover letter as “Yes, I can follow instructions.”