Position summary: The Assistant, Business and Legal Affairs supports the overall vision, mission, culture, and mandates for the company. This includes handling confidential and sensitive material with discretion, assessing circumstances and problem solve with minimal supervision while exercising common sense and diplomacy. The responsibilities include managing the calendar, scheduling, and coordinating meetings for three Senior Attorneys while prioritizing and managing multiple work assignments and projects. Further functions include but are not limited to the core responsibilities listed below.
Founded in 2004 by Jeff Skoll, Participant’s content combines the power of a good story well told with real world impact and awareness around today’s most vital issues. Through its worldwide network of traditional and digital distribution, aligned with partnerships with key non-profit and NGO organizations, Participant speaks directly to the rise of today’s “conscious consumer,” representing the well over 2 billion consumers compelled to make meaningful content a priority focus. Participant’s more than 100 films have collectively earned 86 Academy Award® nominations and 21 wins, including Best Picture for Spotlight and Green Book; Best Documentary Feature for American Factory, CITIZENFOUR, The Cove and An Inconvenient Truth; and Best Foreign Language Film for Roma and A Fantastic Woman.
Responsibilities:
- Provide administrative support for two SVPs and VP of Business & Legal Affairs, which includes managing the calendars, scheduling, coordinating meetings, expense reports (including donation match forms, and total wellness reimbursements) and travel
- Provide administrative support for other department members including taking detail notes during meetings, as requested
- Greet guests and ensure that their business requirements are met
- Prepare outgoing mail, correspondence, including emails, couriers, and FedEx drop offs
- Assist with agreement tracking through the company’s contract management system (Rightsline), upon request
- Route and collect signature requests, circulate executed contracts to appropriate internal and external parties and save to internal platform (Box)
- Assist with contracts administration and tracking, follow up on outstanding agreements, maintain and update checklists including preparing weekly status reports, updating active production reports, and managing contract expiration dates
- Track all incoming and outgoing calls, update and maintain contacts on Outlook, run redlines, and save documents in Box
- Complete COT index reports, including reconciliation of payments
- Assist with Writer and Development payments for Narrative, TV, and Docs including circulating payment approval requests, working with Accounts Payable and third-party representatives to get payment information, mailing out payments and processing related PH&W contributions, if applicable
- Other duties / special projects as assigned
Requirements:
- 2+ years production, administration, and/or legal experience
- Demonstrated ability to work independently and effectively in a fast-paced detail-oriented environment interacting with productions and other departments
- Proactive and solution-oriented work ethic
- Excellent interpersonal and communication skills
- Understanding of how to prioritize multitudes of information across content types and respond accordingly
- Excellent time management and organizational skills
- Confidence in asking questions and quickly moving to action
- Willingness to tackle matters outside area of expertise
- Proficient in Microsoft Office Suite, especially in Outlook, Word, and Excel
Reports to: SVPs and VP, Business and Legal Affairs
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$42,000 – $50,000 a year
Commensurate with experience and scope of responsibilities
Participant is an equal opportunity employer. This means we are committed to recruiting, training, compensating, and promoting all of our employees regardless of race, color, religion, sex, disability, national origin, age, sexual orientation, gender, or any other protected classes set forth under applicable law. As a media company, we are dedicated to reflecting the diversity, and multiculturalism, of our viewers, creators, partners and communities. Inclusion is at the heart of what we do and at the core of our values.
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