Practice Assistant

Ogletree Deakins; Tampa (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Paid Time Off

401(k) matching

Health and Life Insurance

Job summary

A leading law firm in Tampa, FL is seeking a Practice Assistant to provide administrative support to attorneys. Responsibilities include preparing legal documents, managing calendars, and maintaining files. Candidates should have 4+ years of relevant experience, robust computer skills, and strong proficiency in legal terminology. This position offers a dynamic work environment and the opportunity to work closely with various legal professionals.

Qualifications

• 4+ years of experience as a practice assistant or legal secretary.
• Accurate typing of at least 70 words per minute.
• Understanding of correct grammar, spelling and punctuation.

Responsibilities

• Prepare and process legal documents and correspondence.
• Maintain calendars and files for assigned attorneys.
• Handle timekeeping and coordinate client billing.

Skills

Legal terminology knowledge

Strong computer proficiency

Excellent communication skills

Proofreading skills

Organizational skills

Time management skills

Tools

MS Office

Document management software

Job description

Position Summary

Our Tampa, FL 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 to whom the Practice Assistant is assigned. Under general supervision, the Practice Assistant 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 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 the size of the 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 messages 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 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

• 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 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.

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.