Practice Assistant

Ogletree Deakins; Charleston (SC); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

PTO

Sick leave

401(k) match

Profit sharing

Paid holidays

Parental leave

Health insurance (Dental & Vision)

HSA/FSA

Job summary

Ogletree Deakins Charleston, SC seeks a Practice Assistant to support attorneys with administrative tasks, document preparation, and calendar management. The role involves handling complex documents, coordinating discovery, and ensuring timely delivery of services to clients.

You will work with multiple attorneys, assist with e-filing, travel planning, and client communications while maintaining organized files and accurate time tracking. Strong proofreading and independence are essential.

Qualifications

• 4+ years of experience as a practice assistant or legal secretary.
• Knowledge of legal terminology, documents and processes.
• Strong proficiency in MS Office, document management, e-filing and databases.
• Excellent written and verbal communication with strong grammar and proofreading.
• Strong organizational and time management skills; reliable attendance.

Responsibilities

• Prepare documents and templates from sample forms and tailor them for each attorney.
• Manage third-party discovery, FOIA requests and subpoenas with deadlines.
• Monitor calendars, deadlines and workflow; coordinate depositions and meetings.
• Handle mail, filing, travel arrangements and client communications.
• Provide general administrative support and assist attorneys as needed.

Skills

Written communication

Time management

Organizational skills

Independent worker

Tools

MS Office

Document management

E-filing

Database software

Job description

Position Summary

Our Charleston, SC office is looking for a Practice Assistant to join our growing firm. On a day-to-day basis, this role reports to the attorneys it supports and helps ensure clients receive quality legal service by providing administrative support, handling complex and specialized tasks, and collaborating effectively with the team. This position primarily supports multiple attorneys and also provides back-up assistance to other attorneys within the office on an as needed/as assigned basis.

Essential Functions

• Prepares Documents and Templates: Searches the firm's document management system for suitable sample legal documents. Uses them to prepare templates tailored to the specific document the attorney needs. Using word processing and document management software, prepares and processes correspondence, memoranda and complex legal documents (such a, for example, answers, position statements, mediation statements, discovery requests, discovery responses, motions, and other legal documents) to each practice attorney’s requirements. 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, and properly files same with the appropriate court or agency.
• Manages Third-Party Discovery: Works proactively with assigned attorneys to manage third-party discovery, including Freedom of Information Act (FOIA), medical records, employment records, agency records, and public records requests and subpoenas. Drafts and prepares authorizations, requests and subpoenas for attorney review. Coordinates service and tracks response deadlines. Follows up with recipients. Logs, organizes and routes the documents received.
• Monitors Deadlines and Workflow: Proactively monitors scheduling orders, attorney correspondence and internal docketing to identify deadlines and case events. Maintains and updates calendars for assigned attorneys, including court deadlines, meetings, appointments, due dates and client-related activities. Regularly reviews upcoming deadlines and workflow schedules with attorneys so that work is planned ahead and nothing is missed.
• Understands Litigation Workflow and Spots Issues: Works to understand the litigation lifecycle and how case events depend on one another. Uses that knowledge to anticipate and flag potential scheduling conflicts, case management issues and approaching deadlines. Brings these to the attorney’s attention early and suggests solutions.
• 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, court appearances, depositions, due dates, and client-related activities. Assists in coordinating and scheduling depositions and meetings.
• 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 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.
• The Practice Assistant 2 may be responsible for additional administrative assistance and may, on occasion:
  • Assist with mentoring new office staff
  • Assist with piloting new software
  • Be assigned other duties, as needed.

Requirements

• 4+ years of experience as a practice assistant or legal secretary
• Knowledge of legal terminology, legal documents and legal processes
• Strong computer proficiency in the use of MS Office, document management, e-filing, and database software
• Excellent written and verbal communication skills
• Strong command of grammar, spelling, and punctuation
• Strong proofreading skills
• Strong organizational and time management skills, and the ability to work independently or as part of a team
• Reliable, consistent attendance.

Please note, we are not working with outside recruiters for this position.

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
• an Employee Assistance Program

Contact Information

If you have questions, please e-mail Libby at [e-mail] with "Practice Assistant – Charleston" 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.