Ogletree Deakins is hiring: Office Assistant in Chicago

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Position Summary

Our Minneapolis, MN and Chicago, IL offices have an opportunity for an Office Assistant to join the firm’s expanding practice. On a day-to-day basis, this role works under the direction of the Office Administrator, attorneys, paralegals, and practice assistants. This position supports the delivery of quality legal services to clients by providing clerical assistance to an office and collaborating in a team-oriented environment.

Essential Functions

Mailroom/Copy Center

• Receive and scan all incoming mail and deliver to recipients.
• Prepare packages and ensure they are picked up at the end of each workday.
• Arrange for specialized mail or messenger services, as required.
• Photocopy and scan documents as requested.
• Ensure all copy machines and printers are stocked with paper.
• Request and coordinate service calls and repairs for copiers and other office equipment and facilities.
• Maintain inventory of copy room and office supplies.
• Maintain postage meter.

Reception/Hospitality

• Screen phone calls and take messages as required or direct callers to their destination.
• Communicate effectively and professionally with clients and others in the Firm.
• Receive and direct clients and visitors.
• Keep general state of reception area and conference rooms clean.
• Have general knowledge of employee absences to determine appropriate routing of phone calls, mail, and deliveries.
• Maintain parking validation log.
• Maintain Visitors Log and Security Access.
• Reserve conference rooms and visitor office reservations using Maptician.
• Order meals for meetings.
• Conference room set-up and clean-up.
• Assist Office Administrator at seminars, office events, etc.
• Vet potential vendors for office events such as client lunches/dinners, retirements, general office parties.
• General kitchen maintenance to include loading and unloading dishwasher and keeping area tidy.
• Clean coffee machines and refrigerators, as needed.
• May assist with setting up audio visual equipment in conference rooms.
• Stock kitchen with snacks and beverages as delivered, keeping cabinets organized.

Facilities

• General kitchen maintenance to include loading and unloading dishwasher and keeping area tidy.
• Clean coffee machines and refrigerators, as needed.
• May assist with setting up audio visual equipment in conference rooms.
• Stock kitchen with snacks and beverages as delivered, keeping cabinets organized.

Records and File Room

• Maintain central file room including, but not limited to, keeping client files in alphabetical order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with locating files.
• Maintain current and accurate off-site records using firm database.
• Receive, box, inventory, scan, update database and schedule pick-up of files marked for off-site storage.
• Coordinate timely retrieval of off-site files as requested.

Library

• Receive incoming subscription updates and file accordingly.
• Track blog posts, podcasts, and webinars authored or hosted by attorneys.

Administrative Support

• Order and stock office and kitchen supplies.
• Enter vendor invoices and expense reimbursement requests into Chrome River.
• May assist with processing local office check requests.
• Create client file labels and assemble physical files.
• Assist with set-up, clean up and various other responsibilities related to local marketing and office events. Such support may require employee to work hours outside of normal business hours and limited travel.
• Maintain contact lists for annual client gifts and cards.
• Various scheduling tasks. Produce reconciliation reports for credit card charges.
• Develop PowerPoint master decks for attorney speaking engagements.
• Prepare binders of attorney work product: pleadings notebooks, deposition transcripts, etc.
• Proofread and format employee handbooks and other training materials for clients.
• Register attorneys for various events/webinars.
• Review drafted legal documents for accuracy and consistency of language.
• Transcribe hand-written notes and recorded audio in relation to client meetings.
• Update contacts within InterAction as requested.
• Assist with other special projects.

Requirements

• 1+ year previous experience in a clerical or Office Assistant role.
• A high school diploma is required.
• Strong interpersonal and customer service skills.
• Strong communication skills, written and verbal.
• Pleasant and clearly understandable phone voice.
• 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.
• Ability to keep work area organized and tidy.
• Ability to sit at a desk for one or more hours at a time.
• Ability to lift and carry up to 50 pounds.
• Good typing speed with few errors.
• Strong proofreading skills.
• Time management skills and ability to work independently as well as with a team.
• Consistent and punctual attendance.

Computer Skills / Office Equipment

• Proficient in Microsoft applications including Outlook, Word, Excel, PowerPoint, and Teams. Ability to operate personal computer and other equipment in the office, including presentation equipment, copier and scanner.

Physical Demands

• The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a phone system, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to walk and sit, as well as to lift and carry objects such as books, files and boxes weighing up to 50 pounds. The employee is occasionally required to stand, stoop or kneel. May occasionally be required to climb stairs. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Benefits

In accordance with Minnesota Pay Transparency Law, the expected salary range for this Minnesota position is between $33,600 and $50,400. In accordance with Illinois Equal Pay Act Transparency Notice, the expected salary range for this Illinois position is between $38,240 and $57,360. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law. This position qualifies for the following benefits: 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 Lily James at lily.james@ogletree.com with "Office Assistant – Minneapolis" 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 years. In 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 1,100 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

Equal Opportunity Employer.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative

Industries

Law Practice