Practice Assistant

Job Description

Legal Practice Assistant | Ogletree Deakins

The Tone:
This is a full-time role at Ogletree Deakins, located in San Francisco, CA. Ogletree Deakins is one of the largest labor and employment law firms, representing management in employment-related legal matters with over 1,100 attorneys across 60 offices globally. This role supports attorneys and paralegals by providing essential secretarial and administrative assistance, ensuring the efficient delivery of quality legal services to clients in a team-oriented environment. The Practice Assistant is integral to the smooth operation of the San Francisco office, managing complex tasks and anticipating business needs.

The TL;DR
• Role: Senior
• Type: Full-time
• Location: In-person, San Francisco, CA
• Pay: $75000–$113000 yearly
• Team: Works under the direction of assigned attorneys and paralegals; provides back-up support to other attorneys and the receptionist as needed.
• Mission: Supports the delivery of quality legal services to clients through comprehensive secretarial and administrative assistance.
• Tech Stack: MS Office, document management, time entry, e-filing, database software

What You’ll Actually Do
• Document Preparation: Prepare and process complex legal documents, correspondence, and e-filings, independently drafting routine letters and ensuring appropriate formatting, spelling, and grammar.
• Administrative Coordination: Maintain and update attorney calendars, including meetings and due dates, and meticulously organize paper and electronic files in compliance with internal policies.
• Financial Processing: Prepare attorney time entries, expense reimbursement, and disbursement requests, coordinating client billing matters with the Billing Department.
• Communication & Logistics: Screen and direct phone calls and visitors, coordinate travel arrangements and itineraries, and schedule meetings with necessary room and meal arrangements.
• Support & Leadership: Provide general administrative support, including new matter documents and anticipating attorney business needs, and potentially assist with training, mentoring staff, or piloting new software.

The Must-Haves
• Background: Senior. Knowledge of legal terminology, legal documents, and legal processes.
• Experience: 10+ years as a practice assistant or legal secretary; strong computer proficiency with MS Office, document management, time entry, e-filing, and database software.
• Skills: Accurate typing (at least 70 WPM), excellent written and verbal communication, strong proofreading, superior organizational skills (filing, calendaring), and time management.
• Bonus: Possesses leadership qualities, proactive in anticipating business needs, and capable of working independently as well as with a team.