Office Assistant

Ogletree Deakins’ Immigration Practice Group; Portland (OR); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Paid Time Off

Paid Sick Leave

401(k) matching

Profit Sharing

Paid Holidays

Paid Parental Leave

Health Insurance

Dental & Vision

HSA / FSA

Tuition Reimbursement

Employee Assistance Program

Job summary

Ogletree Deakins is seeking an Office Assistant for our Portland, OR office to support the Office Administrator and legal staff. The role involves mail, reception support, and general administrative tasks in a team-driven environment.

The ideal candidate has at least 3 years of clerical experience, excellent communication, and the ability to multitask and stay organized while handling high volumes of email and requests. This is a full-time position with comprehensive benefits.

Qualifications

• 3+ years of clerical or office assistant experience.
• Excellent interpersonal and customer service skills.
• Strong written and verbal communication abilities.
• Pleasant and professional phone presence.
• Ability to read, respond to and organize a high volume of emails.
• Good typing speed with accuracy.
• Strong proofreading and attention to detail.
• Effective time management and ability to work independently or in a team.
• Consistent and punctual attendance.

Responsibilities

• Receive, log, and route mail and packages; support mailroom and copy center tasks.
• Open front doors, greet visitors, and direct clients and calls with a professional demeanor.
• Maintain reception area, conference rooms, and scheduling using appropriate systems.
• Assist with office moves, provisioning, and equipment setup.
• Order and stock office and kitchen supplies; process vendor invoices and travel reimbursements.

Skills

Interpersonal skills

Customer service

Communication

Phone etiquette

Email management

Typing speed

Proofreading

Time management

Attendance

Job description

Position Summary

Our Portland, OR office has an opportunity for an Office Assistant to join the firm’s expanding practice. On a day-to-day basis, works under the direction of the Office Administrator, attorneys, paralegals, and practice assistants from whom the Office Assistant is receiving assignments. This position supports the delivery of quality legal services to clients by providing clerical assistance to an office, and by working collaboratively and cooperatively in a team-oriented environment.

Essential Functions

Mailroom/Copy Center

• Receive, stamp, and log all incoming mail and packages and scan/deliver to recipients.
• Prepare and process outgoing mail and packages and ensure they are picked up at the end of each workday. Arrange for specialized mail or messenger services, as required.
• Monitor and distribute incoming faxes.
• Photocopy and scan documents as requested by practice assistants, paralegals, attorneys and Office Administrator.
• Ensure all copy machines and printers are stocked with paper on a daily basis.
• Perform routine maintenance on equipment. Request and coordinate service calls and repairs for copiers and other office equipment and facilities.
• Maintain inventory of mailroom supplies.
• Maintain postage meter.

Reception/Hospitality - may provide back-up support to the receptionist and/or other office personnel during breaks, lunches, after hours and absences which may include the following

• Open front doors and prepare reception area for business each morning.
• Answer multi-line phone system. Screen phone calls and take messages as required or direct callers to their destination.
• Communicate effectively and professionally with clients and others in the Firm.
• Receive and direct clients and visitors.
• Keep general state of reception area and conference rooms clean.
• Have general knowledge of employee absences to determine appropriate routing of phone calls, mail, and deliveries.
• Maintain parking validation log.
• Maintain conference rooms and visitor office reservations using Maptician.
• Order meals for meetings.
• Conference room set-up and clean-up.

Facilities

• May assist Office Administrator with building/office access keycards and parking access for new and departing employees.
• Assist with internal office moves and set up of workstations for new employees.
• General kitchen maintenance to include loading and unloading dishwasher and making sure area is tidy and kept clean. Clean and perform maintenance on coffee machines and refrigerators, as needed.
• May assist with audio visual equipment.

Library

• May work collaboratively with Office Administrator to ensure that library subscriptions are current and requests for new additions are approved.
• Receive incoming subscription updates and file accordingly.

Administrative Support

• Order and stock office and kitchen supplies.
• Enter vendor invoices and expense reimbursement requests into Chrome River.
• May assist with processing local office check requests.
• Create client file labels and assemble physical files.
• Assist with set-up, clean up and various other responsibilities related to local marketing and office events. Such support may require employee to work hours outside of normal business hours and limited travel.

Requirements

• 3+ year previous experience in a clerical or Office Assistant role.
• Strong interpersonal and customer service skills.
• Strong communication skills, written and verbal.
• Pleasant and clearly understandable phone voice.
• Ability to read, respond timely/accurately to and organize a high volume of emails.
• Ability to work on multiple tasks.
• Good organizational skills including filing.
• Ability to keep work area organized and tidy.
• Ability to sit at a desk for one or more hours at a time.
• Ability to lift and carry up to 50 pounds.
• Good typing speed with few errors.
• Strong proofreading skills.
• Time management skills and ability to work independently as well as with a team.
• Consistent and punctual attendance.

Benefits

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.

Contact Information

If you have questions, please e-mail Brooklyn Butler at [e-mail] with “Office Assistant – Portland” in the subject line.

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.