Executive Assistant to the Founding & Managing Partner

Job Description

Job Description

Description:

About the Firm

Ramo Law PC is a boutique entertainment law firm with offices in Los Angeles and New York. The firm represents producers, financiers, studios, production companies, distributors, and creators across independent and studio film, television, documentary, and international co-production. Our clients are active, demanding, and high profile, and the firm is known for moving quickly and getting deals closed.

About the Role

This role supports the firm's Founding and Managing Partner. In addition to running the firm, she practices, produces film and television, and speaks and moderates at major industry events and markets. Her time is the firm's most contested resource, and this position exists to protect it, extend it, and make sure nothing falls through.

This is a senior executive assistant seat, not an entry point. We are looking for someone who has already run a demanding partner or executive desk and wants to do that work at a higher level, with more autonomy, more interesting subject matter, and direct access to the person making the decisions.

We are hiring for the long term. The right person will be given increasing ownership over how the desk operates, involvement in firm and production matters as trust builds, and compensation growth tied to performance and tenure. This is a seat to build a career in, and we want someone who is looking for exactly that.

Core Responsibilities

Calendar and Time Management

• Own and manage a complex, constantly shifting calendar across the firm, client matters, producing activity, industry events, board and speaking commitments, and family obligations.
• Apply established scheduling rules and protected blocks consistently, including standing commitments, travel time, and preparation windows, and flag conflicts before they become problems.
• Manage scheduling with clients, studios, agencies, financiers, and senior industry executives with the discretion and polish those relationships require.
• Audit recurring meetings and commitments on a regular cadence and recommend what should be shortened, delegated, or eliminated.

Inbox, Calls, and Communications

• Triage a high volume inbox and phone line under a clear protocol covering what is handled directly, what is drafted for review, what is escalated immediately, and what is declined.
• Draft correspondence in the Managing Partner's voice, including client emails, scheduling notes, introductions, follow ups, and internal communications.
• Track outstanding requests and open loops across clients, colleagues, and outside parties, and close them without being asked twice.

Meeting and Travel Preparation

• Prepare the Managing Partner for client calls, pitches, panels, meetings, and industry appearances with agendas, background research, contact briefings, and relevant deal or matter context.
• Capture notes and action items, and drive follow up to completion.
• Coordinate complex domestic and international travel built around markets and festivals such as Sundance, SXSW, Cannes, Toronto, AFM, and Berlin, including itineraries, meeting schedules, ground logistics, and last minute changes across time zones.

Liaison and Gatekeeping

• Serve as the primary point of contact between the Managing Partner and partners, attorneys, staff, clients, agents, executives, and vendors.
• Represent the firm and the Managing Partner professionally in every interaction, in writing, by phone, and in person.
• Exercise judgment about what requires her attention and what does not, and be accountable for those calls.

Matter and Practice Support

• Open and maintain client and matter files, coordinate engagement letters and conflicts checks, and keep matter records current in the firm's practice management system.
• Support time entry, billing review, expense reporting, and collections follow up in coordination with the accounting team.
• Manage document flow, including signature collection, execution versions, and distribution, and maintain organized digital files.
• Coordinate with attorneys and paralegals across the firm to keep matters and deadlines moving.

Systems and Documentation

• Document recurring processes into written playbooks so the desk runs on systems rather than memory, and so coverage during absence or growth is straightforward.
• Identify recurring administrative work that can be automated or eliminated, and take the lead on implementing improvements.
• Support the firm's technology modernization, including practice management and AI assisted workflow tools currently being adopted.

Confidentiality

• Handle confidential client, personnel, financial, and personal matters with absolute discretion. A signed confidentiality agreement is required and confidentiality is a condition of employment.

What Success Looks Like

• First 90 days. In 90 days: the calendar and inbox run without daily supervision, scheduling rules are applied consistently, and nothing is being dropped or double booked.
• Six months. In six months: meetings and travel are prepared without prompting, drafted correspondence needs minimal editing, and the first written playbooks are in place.
• One year. In one year: the Managing Partner's attention is reliably directed to the highest value work, the desk is documented end to end, and this person is trusted with judgment calls, not just tasks.

Required Qualifications

• Minimum four years supporting a partner, general counsel, or senior executive on a legal desk, either at a law firm or in an in house legal department. This is a firm requirement.
• Demonstrated experience managing a high volume calendar and inbox for someone whose schedule changes constantly.
• Strong working knowledge of legal administrative workflow, including matter intake, conflicts, engagement letters, billing and time entry, document execution, and file management.
• Excellent written and verbal communication, including the ability to draft in an executive's voice and correspond directly with sophisticated clients.
• Proven discretion with confidential information, with references who will speak to it.
• Fluency with Microsoft Outlook, Teams, Word, and Excel, comfort with legal practice management software, and genuine willingness to adopt AI and workflow tools.
• Anticipates needs before they are voiced, stays calm under pressure, and closes loops without reminders.
• Available and responsive around travel, markets, and time sensitive matters, including occasional evenings, with the understanding that the pace is uneven rather than constant.
• Polished, professional presence and sound judgment.

Preferred Qualifications

• Entertainment, media, or talent industry experience, whether at a firm, studio, network, agency, production company, or management company.
• Experience supporting a firm founder, managing partner, or other principal with responsibilities beyond a single practice, such as management, business development, or outside ventures.
• Experience building or documenting processes, checklists, or playbooks that outlasted your time in the seat. Be prepared to describe a specific example.
• Coordination of complex international travel.
• College degree or equivalent experience.

Compensation and Benefits

Salary range: $65,000 to $125,000 annually, commensurate with experience, plus discretionary bonus. Benefits include medical, dental, and vision coverage, 401(k), paid time off, and paid holidays. Compensation is reviewed annually, and this role is designed to grow in scope and pay over time for the right person.

Location and Schedule

This is a full time, in office position based at the firm's Culver City office. Monday through Friday, with flexibility required around travel, festivals, markets, and closings.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift 15 pounds at times.

• Must be able to navigate each department at the firm's facilities.

To Apply

Please submit a resume and a brief cover note describing the desk you currently run or most recently ran, who you supported, and one system or process you built that is still in use. Applications without a cover note will not be reviewed.

Ramo Law PC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.