Floating Practice Assistant

Overview

We are looking for a Floating Practice Assistant to join our growing firm. In addition to the duties required of a Practice Assistant 3 this position requires specialized duties associated with new office openings large scale attorney onboardings and other firmwide projects. Duties and schedule will vary depending upon the contrast to being assigned to a specific office on a regular basis this position provides temporary support to attorneys and paralegals and back up support to other practice assistants as needed often supporting multiple offices simultaneously. Frequent travel sometimes extended in duration and/or with short notice is required. The ability to adjust working hours to meet the needs of the assignment is also required.

Responsibilities

1. Attorney Support
   1. Provides secretarial support for offices that are short-staffed due to turnover leaves of absence or other situations. Work may be required to be performed onsite at a specific office or remotely depending upon the expected duration type of support needed and other factors.
   2. Communicates with OA and/or PA of office(s) being supported prior and subsequent to assignments to facilitate a smooth transition.
   3. Proactively seeks opportunities to assist other offices.
2. New Office Openings
   1. Creates and maintains master spreadsheet of new matter openings for the attorney(s) joining the firm.
   2. Submits information for conflict checks initiates matter opening process and prepares and processes new matter documents.
   3. Communicates with incoming attorneys CIRS and IT Departments and occasionally outside parties regarding file transfers and other practice related information (attorney contacts calendar etc.).
      
   4. Creates and organizes client files.
   5. Provides secretarial and administrative support to incoming attorneys and staff during the initial office opening period.
   6. Provides training on firm systems and procedures administrative contacts and firm resources to incoming and newly hired staff primarily PAs.
   7. Assists Director of Office Administration and Regional Office Administrators with administrative tasks as needed to prepare new location for operations including unpacking and organization of office supplies organization of files and research of local vendors and courts.
      
3. Preparis
   1. Assists Director of Office Administration with maintenance of users documents and other information stored in the firms emergency notification software Preparis.
4. Special Projects
   1. Assists Director of Office Administration and others with firmwide projects and initiatives; occasionally participates in beta test groups to provide feedback on new or changing firm processes.
5. Preparing Documents: Using word processing and document management software the Practice Assistant 3 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.
   The Practice Assistant 3 will be responsible for an increased scope of document preparation both in level of complexity and in quantity of work.
6. 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.
7. Maintains Calendar: Maintains and updates the calendars for assigned attorneys including meetings appointments due dates and client-related activities.
8. 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.
9. 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.
10. 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.
11. The Practice Assistant 3 will be responsible for a wider range of administrative assistance and may on occasion:
    Provide back-up out-of-office assistance to the Office Administrator
12. Provide administrative support during complex client meetings; Taking notes; ensuring smooth meeting transition; etc.
13. Assist with training new office staff
14. Mentor new office staff
15. Pilot new software
16. Travel to support opening of new offices
17. Oversee workflow coordination in larger offices
18. Special Projects as assigned i.e. breakfast briefings seminars

Qualifications

• Three or more years of experience with Ogletree Deakins is preferred.
• Solid knowledge of firm resources processes and procedures.
• Ability to frequently work independently and manage multiple assignments for different offices.
• Ability to travel on short notice and sometimes for consecutive weeks.
• Ability and willingness to work and/or travel overtime as needed including hours needed to accommodate offices in different time zones.
• Must be comfortable traveling alone including to foreign countries.
• Must be proactive and display confidence in communicating with personnel at all levels.
• 10 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
• Must possess leadership qualities

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 with Floating Practice Assistant 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 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 1100 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.

Required Experience:

Junior IC