Administrative Assistant
WMG - Warner Music Group - New York, NY

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Department Description: WMG Legal, Part-time role (30 hours)

High Level Job Description:
Job responsibilities include (but are not limited to) managing all administrative aspects of work for up to four members of the Legal Department, as well as more detailed project management and independent projects on various levels. Requires an intelligent, curious, proactive, organized and independent person who is willing to engage in typical administrative/clerical duties as well as more complex project work to the extent of the applicant’s capabilities. Independently responsible for routine, day-to-day legal activities as described below.

Detailed Job Description/ Responsibilities :
· Provide administrative and office support activities for up to four legal department supervisors:
o Answer and screen telephone calls and receive and direct visitors
o Coordinate calendars, scheduling and meeting logistics
o Prepare written correspondence and communicate internally and to third parties via phone, email or fax as needed
o Coordinate travel
o Photocopy/create PDFs, collate, & organize
o Process and track T&E expenses
o Process packages and mail
o Code and process invoices for payment, and respond to law firm payment inquiries
o Review invoices for accuracy and completeness
o Cover for other assistants on breaks and vacations as needed

· Assist in, or take the lead on, identifying and managing projects for the group, as needed:
o Coordinate deal process flow and manage contract execution process, including exchange of signatures, processing of originals
o Maintain online databases of signed contracts
o Update chart of all U.S. digital deals
o Coordinate drafting and distribution of deal summaries and deal chart
o Prepare and distribute agendas and minutes of meetings
o Coordinate domain name registration process and maintain records of domain name registrations in online database
o Prepare intermittent domain name reports for labels/business groups
o Act as the primary Privacy Coordinator for the Legal Department: check the WMG Privacy Policy inbox daily and direct inquiries to appropriate personnel
o Lead and coordinate database upgrade using Microsoft Access

Required Competencies/Skills :
· Microsoft Outlook and Calendar (Intermediate)
· Microsoft Word (Intermediate)
· Microsoft Excel (Intermediate)
· Microsoft PowerPoint (Intermediate)
· Microsoft Access (or comparable database experience)
· Work independently and take initiative
· Excellent verbal and written communication and inter-personal skills
· Ability to work under pressure and deadlines
· Handle confidential matters appropriately and with discretion
· Strong attention to detail
· Multi-task: prioritize with appropriate sense of urgency
· Ability to pinpoint problems and identify solutions
· Professionally interface with all levels of the organization, clients and vendors
· Accurate filing and maintenance of documents
· Experience or working knowledge of music industry and/or legal matters is a plus
· Internet research abilities

Special Requirements/Preferences :
· Overtime may be required

Education Required :
· Undergraduate degree