Practice Assistant

Ogletree Deakins•Baltimore, MD

7d•Onsite

About The Position

Ogletree Deakins is seeking a Practice Assistant for its Baltimore, Maryland office. The role works under the direction of assigned attorneys and paralegals and, under general supervision, provides secretarial and administrative assistance that supports the delivery of quality legal services. The Practice Assistant performs complex and specialized clerical work, supports multiple attorneys, and provides backup assistance to other attorneys and, as needed, the receptionist. The position operates in a team-oriented environment. Responsibilities include preparing, editing, proofreading, and processing correspondence, memoranda, and complex legal documents; preparing documents for electronic filing; handling mail and fax communications; maintaining attorney calendars and paper and electronic files; preparing time entries, expense requests, and billing-related materials; and supporting new matters, phone calls, visitors, travel, and meetings. The assistant communicates professionally with clients and firm personnel, anticipates attorneys’ administrative needs, and works to meet deadlines. Additional duties may include mentoring new office staff and assisting with software pilots. The stated salary range for the Baltimore position is $53,000 to $103,180. Actual pay may vary based on experience, geographic location, and other job-related factors. The position qualifies for the benefits listed in the posting.

Requirements

At least 4 years of experience as a practice assistant or legal secretary.
Prior experience in Labor & Employment law.
Knowledge of legal terminology, legal documents, and legal processes.
Accurate typing speed of at least 70 words per minute.
Strong computer proficiency, including MS Office, document management, time entry, e-filing, and database software.
Excellent written and verbal communication skills.
Understanding of correct grammar, spelling, and punctuation.
Strong proofreading skills.
Superior organizational skills, including filing, calendaring, and proofreading.
Time management skills and the ability to work independently and as part of a team.
Regular, predictable attendance.

Responsibilities

Prepare and process correspondence, memoranda, and complex legal documents using word processing and document management software.
Independently compose and draft routine cover letters and documents; proofread for formatting, spelling, and grammar; prepare revisions and redlines; and prepare documents for electronic filing.
Review and route incoming mail and faxes, and prepare outgoing mail and faxes, ensuring attachments, exhibits, and enclosures are included.
Maintain and update assigned attorneys’ calendars, including meetings, appointments, due dates, and client-related activities.
Maintain paper and electronic files in accordance with internal policies; perform filing and retrieval; and maintain chronological and administrative files.
Prepare and submit attorney time entries, expense reimbursements, and disbursement requests; prepare billing letters and coordinate client billing matters with the Billing Department in Greenville.
Prepare and process new matter documents.
Receive and screen phone calls, take messages, and receive and direct clients and visitors.
Coordinate travel arrangements, prepare itineraries and travel expense reports, schedule meetings, and arrange conference rooms and meals.
Communicate professionally with clients and firm personnel, anticipate attorneys’ business needs, plan ahead, and meet deadlines.
As needed, assist with mentoring new office staff and piloting new software.