Legal Assistant

Ogletree Deakins; Costa Mesa (CA); On-site; USD 58,000 - 107,000; Full time

Benefits offered by this job

Paid Time Off

Paid Sick Leave

401(k) matching program

Profit Sharing

Paid Holidays

Paid Parental Leave

Health, Life, Dental & Vision Insurance

Tuition Reimbursement

Employee Assistance Program

Job summary

Ogletree Deakins, a leading labor and employment law firm, is looking for a Practice Assistant for its Costa Mesa office. The role involves supporting attorneys by preparing legal documents, maintaining calendars, and providing general administrative support.

Qualified candidates should have over 4 years of experience in a legal secretarial role, strong communication skills, and proficiency in relevant software. The expected salary is between $58,000 and $107,000, along with comprehensive benefits including paid time off and health insurance.

Qualifications

• 4+ years of experience as a practice assistant or legal secretary.
• Strong computer proficiency in document management and database software.
• Regular predictable attendance.

Responsibilities

• Prepare and process legal documents and correspondence.
• Maintain calendars and files for assigned attorneys.
• Coordinate client billing matters.

Skills

Experience as a practice assistant or legal secretary

Knowledge of legal terminology

Typing speed of at least 70 words per minute

Strong proficiency in MS Office

Excellent written and verbal communication skills

Superior organizational skills

Time-management skills

Job description

Position Summary

Our Orange County office is looking for a Practice Assistant to join our growing firm. On a day‑to‑day basis, the practice assistant works under the direction of attorneys and paralegals, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance, performs complex and specialized secretarial and clerical tasks, and works collaboratively in a team‑oriented environment. The role primarily supports multiple attorneys, provides back‑up secretarial assistance as needed, and may also assist the receptionist depending on office size.

Essential Functions

• Preparing Documents: Using word processing and document management software, prepares and processes correspondence, memoranda, and complex legal documents according to practice‑group requirements. Independently composes and drafts routine cover letters and documents, proofs documents, checks formatting, spelling, and grammar, prepares revisions and redlines, and prepares documents for e‑filing.
• Processing Mail: Reviews and routes incoming mail and fax communications, prepares and processes outgoing mail and faxes, arranges specialized mail or messenger services, and ensures that all attachments, exhibits and enclosures are included.
• Maintaining Calendar: Updates calendars for assigned attorneys, including meetings, appointments, due dates, and client‑related activities.
• Maintaining Files: Maintains paper and electronic files in compliance with internal policies, performs routine filing, retrieves files, and maintains chronological and administrative files for assigned attorneys.
• Timekeeping: Prepares time entries, expenses, reimbursement and disbursement requests, billing letters, and coordinates client billing matters with the Billing Department.
• General Administrative Support: Processes new matter documents, screens phone calls, takes messages, receives clients and visitors, coordinates travel arrangements, prepares itineraries and travel expense reports, schedules meetings, arranges conference rooms and meals, and communicates effectively with clients and colleagues.
• Additional Support: May be responsible for additional administrative assistance and may, on occasion:
  • Assist with mentoring new office staff
  • Assist with piloting new software

Requirements

• 4+ years of experience as a practice assistant or legal secretary
• Knowledge of legal terminology, documents and processes
• Typing speed of at least 70 words per minute
• Strong computer proficiency in MS Office, document management, time entry, e‑filing and database software
• Excellent written and verbal communication skills
• Strong proof‑reading and grammar skills
• Superior organizational skills including filing, calendaring, and proofreading
• Time‑management skills and ability to work independently and with a team
• Regular predictable attendance

Benefits

In accordance with California’s amended labor code, the expected salary range for this position is between $58,000 and $107,000. This position qualifies for the following benefits:

• Paid Time Off
• Paid Sick Leave
• 401(k) matching program
• Profit Sharing
• Paid Holidays
• Paid Parental Leave
• Health, Life, Dental & Vision Insurance
• Health Savings Account / Flexible Spending Account
• Tuition Reimbursement
• Employee Assistance Program

Firm Overview

Ogletree Deakins is one of the largest labor and employment law firms representing management in employment‑related legal matters. The firm represents a diverse range of clients, including many Fortune 50 companies, and is fully committed to diversity within the legal profession.

Equal Opportunity Employer.