Position Summary:
On a day-to-day basis, works under the direction of attorneys and paralegals to whom the Practice Assistant is assigned. Under close supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. This position may support multiple attorneys as primary assignments and also provides back-up secretarial assistance to other attorneys as assigned. May also provide back-up to the receptionist as necessary, depending on the size of the office.
Essential Functions:
- Preparing Documents: Using word processing and document management software, the Practice Assistant 1 prepares and processes correspondence and memoranda as well as legal documents according to the requirements set by each practice group. 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 promptly. 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 with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans and meets deadlines.
Requirements:
- 1+ years of experience as a practice assistant or legal secretary.
-
Knowledge of legal terminology, legal documents, and legal processes.
-
Accurate typing of at least 60 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 the ability to work independently as well as with a team.
-
Regular, predictable attendance.
Contact Information:
If you have questions, please e-mail adel.asim@ogletreedeakins.com with “Temporary Immigration Practice Assistant - San Francisco" in the subject line.
Please note that applications submitted via e-mail will not be considered.
Firm Overview:
Ogletree Deakins has one of the largest Business Immigration practices in the United States and provides a wide range of legal services for employers seeking temporary business visas and permanent residence for foreign national employees. We provide comprehensive immigration services to clients of all sizes, including numerous Fortune 500 companies. Our practice is designed to provide superior client service at competitive fixed fee rates. Our attorneys are proactive in handling client matters, from case initiation to case strategy/planning to successful completion, always remaining accessible to all our clients.
We are fully committed to the importance of diversity within the legal profession and all workplace environments, and strongly encourage diverse candidates to apply to the firm.
Equal Opportunity Employer.
