[Hiring] Floating Practice Assistant @Ogletree Deakins

Role Description

We are looking for a Floating Practice Assistant to join our growing firm. In addition to the duties required of a Practice Assistant 3, this position requires specialized duties associated with new office openings, large scale attorney onboardings, and other firmwide projects. Duties and schedule will vary depending upon the assignment. Frequent travel, sometimes extended in duration and/or with short notice, is required. The ability to adjust working hours to meet the needs of the assignment is also required.

Responsibilities

• Attorney Support:
  • Provides secretarial support for offices that are short-staffed due to turnover, leaves of absence, or other situations.
  • Communicates with OA and/or PA of office(s) being supported, prior and subsequent to assignments, to facilitate a smooth transition.
  • Proactively seeks opportunities to assist other offices.
• New Office Openings:
  • Creates and maintains master spreadsheet of new matter openings for the attorney(s) joining the firm.
  • Submits information for conflict checks, initiates matter opening process, and prepares and processes new matter documents.
  • Communicates with incoming attorneys, CIRS and IT Departments, and occasionally outside parties, regarding file transfers and other practice related information.
  • Creates and organizes client files.
  • Provides secretarial and administrative support to incoming attorneys and staff during the initial office opening period.
  • Provides training on firm systems and procedures, administrative contacts, and firm resources, to incoming and newly hired staff, primarily PAs.
  • Assists Director of Office Administration and Regional Office Administrators with administrative tasks as needed to prepare new location for operations.
• Preparis:
  • Assists Director of Office Administration with maintenance of users, documents, and other information stored in the firm’s emergency notification software.
• Special Projects:
  • Assists Director of Office Administration and others with firmwide projects and initiatives.
  • Occasionally participates in beta test groups to provide feedback on new or changing firm processes.
• Document Preparation:
  • Prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by each practice group.
  • Independently composes and drafts routine cover letters and documents.
  • Proofreads documents and checks for appropriate formatting, spelling and grammar.
  • Prepares revisions and redlines documents as directed.
  • Prepares documents for e-filing as required.
• Mail Processing:
  • Reviews and routes incoming mail and fax communications.
  • Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required.
• Calendar Maintenance:
  • Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
• File Maintenance:
  • Maintains paper and electronic files in compliance with internal policies.
  • Performs routine filing and retrieves files as needed.
• Timekeeping:
  • Prepares time entries for assigned attorneys and submits in a timely manner.
  • Prepares expense reimbursement and disbursement requests.
  • Prepares billing letters and coordinates client billing matters with the Billing Department.
• General Administrative Support:
  • Prepares and processes new matter documents.
  • Receives and screens phone calls and takes messages as required.
  • Receives and directs clients and visitors.
  • Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
  • Schedules meetings and arranges for conference rooms and meals.
  • Communicates effectively and professionally with clients and with others in the Firm.
  • Is proactive in anticipating the business needs of the assigned attorneys.

Qualifications

• Three or more years of experience with Ogletree Deakins is preferred.
• Solid knowledge of firm resources, processes and procedures.
• Ability to frequently work independently and manage multiple assignments for different offices.
• Ability to travel on short notice and sometimes for consecutive weeks.
• Ability and willingness to work and/or travel overtime as needed.
• Must be comfortable traveling alone, including to foreign countries.
• Must be proactive and display confidence in communicating with personnel at all levels.
• 10+ years of experience as a practice assistant or legal secretary.
• Knowledge of legal terminology, legal documents and legal processes.
• Accurate typing of at least 70 words per minute.
• Strong computer proficiency in the use of MS Office, document management, time entry, e-filing and database software.
• Excellent communication skills, written and verbal.
• Understanding of correct grammar, spelling and punctuation.
• Strong proofreading skills.
• Superior organizational skills including filing, calendaring, and proofreading.
• Time management skills and ability to work independently as well as with a team.
• Regular predictable attendance.
• Must possess leadership qualities.

Benefits

• Paid Time Off
• Paid Sick Leave
• 401(k) matching program
• Profit Sharing
• Paid Holidays
• Paid Parental Leave
• Affordable Health and Life Insurance including Dental & Vision coverage
• Health Savings Account / Flexible Spending Accounts
• Tuition Reimbursement
• Employee Assistance Program

Contact Information

If you have questions, please e-mail Libby Naikelis at [email protected] with "Floating Practice Assistant" in the subject line. Please note, applications submitted via e-mail will not be considered.