Floating Practice Assistant

Ogletree Deakins•Sacramento, CA

7h•$66,000 - $116,160

About The Position

We are looking for a Floating Practice Assistant to join our growing firm. In addition to the duties required of a Practice Assistant, 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. In contrast to being assigned to a specific office on a regular basis, this position provides temporary support to attorneys and paralegals, and back up support to other practice assistants as needed, often supporting multiple offices simultaneously. 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.

Requirements

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, including hours needed to accommodate offices in different time zones.
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

Responsibilities

Provides secretarial support for offices that are short-staffed due to turnover, leaves of absence, or other situations. Work may be required to be performed onsite at a specific office or remotely, depending upon the expected duration, type of support needed, and other factors.
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.
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 (attorney contacts, calendar, etc.).
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, including unpacking and organization of office supplies, organization of files, and research of local vendors and courts.
Assists Director of Office Administration with maintenance of users, documents, and other information stored in the firm’s emergency notification software, Preparis.
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.
Using word processing and document management software, the Practice Assistant 3 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.
Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included.
Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
Maintains paper and electronic files in compliance with internal policies. Performs routine filing and retrieves files as needed. Maintains chronological files and administrative files for assigned attorneys.
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 in Greenville.
Prepares and processes new matter documents. Receives and screens phone calls and takes message 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; plans ahead and meets deadlines.
Provide “back-up” out-of-office assistance to the Office Administrator
Provide administrative support during complex client meetings; Taking notes; ensuring smooth meeting transition; etc.
Assist with training new office staff
Mentor new office staff
Pilot new software
Travel to support opening of new offices
Oversee workflow coordination in larger offices
Special Projects as assigned – i.e., breakfast briefings, seminars

Benefits

Paid Time Off
Paid Sick Leave
a 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 to help offset the cost of dependent care and/or health care expenses
Tuition Reimbursement
Employee Assistance Program