Administrative Assistant

These are the essential functions of the position.  Successful job applicants will be able to perform these functions:

• Back-up assistance to Receptionist and Practice Assistants which includes the following: process check requests, process and code invoices to be paid, attorney time-entry, filing, preparing documents and binders, front desk reception, answering and transferring calls, greeting guests, reserving conference rooms.
• Marketing: Assist Office Administrator with local marketing efforts which includes the following: enter and maintain contacts in database, maintain registration and attendance lists for events, prepare name badges for events, create PowerPoint presentations, maintain inventory of marketing supplies, assist with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. May require duties before/after normal business hours and limited travel.
• Meeting Coordination: Assist Associate Development team with planning and scheduling monthly Associate Training meetings, including room reservations, collecting RSVPs, and ordering food.
• Litigation Support:  Assist paralegals with drafting and sending subpoenas, medical records requests, and conducting basic background checks, including tracking and following up on responses.
• Miscellaneous: Create file labels; scan files and prepare file materials for off-site storage; provide backup support for office services tasks such as: copy/scan/mail documents, order food for meetings, set-up food and clean conference rooms after meetings, coordinate messenger services as needed, maintain conference rooms and lobby area, and enter building maintenance requests.

• 1 or more years of administrative assistant experience.
• Must be proficient in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Outlook, and Document Management System.
• Able to operate multi-line phone, calculator, cell phone, copier, fax, scanner.
• Excellent communication skills, written and verbal.
• Ability to read, respond timely/accurately to and organize a high volume of emails.
• Ability to work on multiple tasks.
• Good organizational skills including filing and calendaring.
• Time management skills and ability to work independently as well as with a team.

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

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Sick Time, 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, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.