Executive Assistant to the Founding & Managing Partner

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…