Practice Assistant

Ogletree Deakins; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Paid Time Off

Health and Life Insurance

401(k) matching

Tuition Reimbursement

Employee Assistance Program

Job summary

Ogletree Deakins in San Francisco seeks a Practice Assistant to support attorneys and paralegals with secretarial and administrative tasks. The role involves handling complex documents, proofreading, calendaring, timekeeping, and client coordination in a fast-paced team setting.

The successful candidate will have 4+ years as a practice assistant or legal secretary, strong MS Office skills, and excellent communication.

Qualifications

• 4+ years as practice assistant or legal secretary
• Knowledge of legal terminology and processes
• Accurate typing of at least 70 words per minute
• Strong MS Office and e-filing skills
• Excellent written and verbal communication
• Strong proofreading and organizational skills

Responsibilities

• Prepare and process complex legal documents and correspondence
• Manage calendars for assigned attorneys
• Prepare time entries and expense reports
• Handle mail, calls, and client reception support
• Assist with travel arrangements and meeting logistics
• Mentor office staff and pilot new software as needed

Skills

Legal secretary

Typing 70 wpm

MS Office

Communication

Time management

Teamwork

Tools

MS Office Suite

Document management

E-filing

Job description

Position Summary

Our San Francisco 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.

Position Summary

Our San Francisco 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 2 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 2 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, 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 skillsSuperior 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.

Firm Overview

With more than 1,200 attorneys in 62 offices worldwide, Ogletree Deakins is one of the largest labor and employment law firms representing management. We handle all types of employment-related legal matters, including traditional labor and employment, workplace safety, employee benefits, and business immigration matters. Guided by our Client Pledge, we focus on understanding clients’ business and objectives, collaborating and anticipating needs, harnessing technology and innovation, communicating effectively, and providing quality representation with exceptional value. We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments. Equal Opportunity Employer.