Practice Assistant

Ogletree Deakins; Philadelphia (Philadelphia County); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Paid Time Off

401(k) matching

Health Insurance

Job summary

Ogletree Deakins in Philadelphia is seeking a Practice Assistant to support attorneys and paralegals with secretarial and administrative tasks. You will draft and format complex legal documents, maintain calendars, handle mail and filing, and assist with time entries and client billing.

The role requires strong typing, MS Office, proofreading, and teamwork abilities. A professional, client-focused approach is essential in a fast-paced law firm environment.

Qualifications

• 2+ 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 proficiency with MS Office, document management, time entry, e-filing and databases.
• Excellent written and verbal communication skills.
• Strong proofreading and grammar skills.
• Superior organizational skills including filing and calendaring.
• Time management and ability to work independently or in a team.
• Regular predictable attendance.

Responsibilities

• Prepare and process correspondence and complex legal documents as required by practice groups.
• Proofread documents for formatting, spelling and grammar; prepare revisions and redlines as directed.
• Prepare documents for e-filing.
• Review and route incoming mail and faxes; arrange for specialized mail or messenger services.
• Maintain calendars for assigned attorneys; manage meetings and due dates.
• Maintain paper and electronic files adhering to internal policies.
• Prepare time entries and coordinate billing matters with Billing Department.
• Coordinate travel arrangements and prepare itineraries and expense reports.
• Assist with general administrative duties; greet clients and handle reception back-up as needed.
• Mentor new office staff or pilot new software when needed.

Skills

Typing 70 wpm

MS Office proficiency

Document management

Time entry

E-filing

Calendar management

proofreading

Communication skills

Independent work / teamwork

Tools

MS Office

Document management software

Time entry systems

DB software

Job description

Position Summary

Our Philadelphia office is looking for a Practice Assistant to join our growing firm. On a day-to-day basis, works under the direction of attorneys and paralegals to whom the Practice Assistant is assigned. Under general supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. This position supports multiple attorneys as primary assignments and also provides back-up secretarial assistance to other attorneys as assigned. May also provide back-up to receptionist as necessary, depending on size of office.

Essential Functions

• Preparing Documents: Using word processing and document management software, the Practice Assistant 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.
• 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 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 may be responsible for additional administrative assistance and may, on occasion:
  • Assist with mentoring new office staff
  • Assist with piloting new software

Requirements

• 2+ 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

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

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 Libby Naikelis at [e-mail] with "Practice Assistant – Philadelphia" in the subject line. Please note, applications submitted via e-mail will not be considered.

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.