Legal Practice Assistant

• 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.

• 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 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
  • Provide administrative support during complex client meetings;
  • Taking notes; ensuring smooth meeting transition; etc.
  • Assist with training new office staff
  • Mentor new office staff
  • Pilot new software
  • Travel to support opening of new offices
  • Oversee workflow coordination in larger offices

• Special Projects as assigned – e., breakfast briefings, seminars

• Ten or more 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.

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

In accordance with New York City’s Wage Transparency Law, the expected salary range for this New York City position is between $72,900 and $95,100. Actual pay will be adjusted based on experience and other job-related factors permitted by law. This position qualifies for the below staff benefits.

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.