Practice Assistant

Ogletree Deakins•San Francisco, CA

7d•Onsite

About The Position

Ogletree Deakins is seeking a Practice Assistant for its San Francisco office. The position works under the direction of assigned attorneys and paralegals and, under general supervision, provides secretarial and administrative assistance to support the delivery of quality legal services. The Practice Assistant supports multiple attorneys as primary assignments, provides backup secretarial assistance to other attorneys as assigned, and may provide backup receptionist coverage depending on office size. The role prepares and processes correspondence, memoranda, and complex legal documents; drafts routine cover letters and documents; proofreads and formats documents; prepares revisions and redlines; and handles documents for electronic filing. It also processes mail and fax communications, maintains attorney calendars and paper and electronic files, prepares time entries and expense requests, coordinates billing matters, and provides general administrative support. This includes processing new matter documents, handling calls and visitors, arranging travel and meetings, and communicating professionally with clients and colleagues. The position may also assist with mentoring new office staff and piloting new software. Ogletree Deakins is a labor and employment law firm with more than 1,200 attorneys in 62 offices worldwide. The firm represents management in employment-related legal matters and states that it is committed to diversity within the legal profession and workplace environments.

Requirements

At least 4 years of experience as a practice assistant or legal secretary.
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 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; prepare outgoing mail and faxes; arrange specialized mail or messenger services; and ensure 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 routine filing and file retrieval, and maintain chronological and administrative files.
Prepare and timely submit attorney time entries, expense reimbursement and disbursement requests, and billing letters; 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 others at the firm; anticipate assigned attorneys’ business needs, plan ahead, and meet deadlines.
May assist with mentoring new office staff and piloting new software.
May provide backup receptionist coverage, depending on office size.