Floating Practice Assistant

Ogletree Deakins; Sacramento (CA); Hybrid; USD 66,000 - 116,160; Full time

Benefits offered by this job

Paid Time Off

401(k) matching

Health and Life Insurance

Tuition Reimbursement

Job summary

A leading law firm is seeking a Floating Practice Assistant based in California. The role involves providing support across multiple offices, assisting with office openings, and handling a variety of administrative tasks. The ideal candidate will have robust organizational and communication skills alongside at least 10 years of experience in a similar position. This role requires frequent travel and the ability to work independently. A competitive salary and comprehensive benefits package are offered.

Qualifications

• Must have 10+ years of experience as a practice assistant or legal secretary.
• Strong computer proficiency in document management and e‑filing software.
• Ability to work independently and manage multiple assignments.

Responsibilities

• Provide secretarial support for multiple offices and manage administrative tasks.
• Assist new office openings and maintain files for incoming attorneys.
• Prepare documents and handle mail and fax communications.

Skills

Strong organizational skills

Excellent communication skills

Proofreading skills

Time management skills

Proficiency in MS Office

Job description

Position Summary

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 on 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.

Essential Functions

• Attorney Support
  • 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.
• 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 (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.
• Preparis
  • Assists Director of Office Administration with maintenance of users, documents, and other information stored in the firm’s emergency notification software, Preparis.
• 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.
• Preparing Documents

  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. The Practice Assistant 3 will be responsible for an increased scope of document preparation, both in level of complexity and in quantity of work.

• Processes Mail

  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 Calendar

  Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client‑related activities.

• Maintains Files

  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.

• Timekeeping

  Prepares time entries for assigned attorneys and submits them in a timely manner. Prepares expense reimbursement and disbursement requests. Prepares billing letters and coordinates client billing matters with the Billing Department in Greenville.

• General Administrative Support

  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.

• Additional Responsibilities

  The Practice Assistant 3 will be responsible for a wider range of administrative assistance and may, on occasion: Provide “back‑up” out‑of‑office assistance to the Office Administrator; provide administrative support during complex client meetings; take notes; ensure smooth meeting transition; 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.

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.

Benefits

In accordance with the Colorado Equal Pay for Equal Work Act, the expected salary range for this Colorado position is between $70,240 and $105,360. In accordance with New York State’s Wage Transparency Law, the expected salary range for this New York State position is between $77,440 and $107,160. In accordance with California’s amended labor code as stated in Senate Bill 1162, the expected salary range for this California position is between $66,000 and $116,160. In accordance with the Washington Equal Pay and Opportunities act, the expected salary range for this Washington position is between $73,600 and $110,400. In accordance with the Wage Transparency Omnibus Amendment Act, the expected salary range for this DC position is between $73,600 and $110,400. In accordance with Maryland’s Equal Pay for Equal Work‑Wage Range Transparency Law, the expected salary range for this Baltimore position is between $77,440 and $116,160. In accordance with NJSA 34:6B-23 the expected salary range for this New Jersey based position is between $77,440 and $116,160. In accordance with Illinois Equal Pay Act Transparency Notice, the expected salary range for this Illinois position is between $73,600 and $110,400. Actual pay will be adjusted based on experience, geographic location, and other job‑related factors as permitted by law. This position qualifies for the benefits below. The application deadline for this position is 12/31/2025.

Ogletree Deakins offers a robust suite of benefits for our Staff including: 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 and an Employee Assistance Program.

Firm Overview

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment‑related legal matters. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Litigation – Labor and Employment category. Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.

Equal Opportunity Employer.