Ogletree Deakins
Position Summary
We are looking for a Floating Practice Assistant to join our growing firm. In addition to the duties of a Practice Assistant, this role involves specialized tasks related to opening new offices, onboarding large numbers of attorneys, and other firm-wide projects. Duties and schedules will vary depending on the assignment. Unlike a position assigned consistently to a specific office, this role provides temporary support to attorneys and paralegals, as well as backup support to other practice assistants as needed, often supporting multiple offices simultaneously. Frequent travel is necessary, sometimes for extended periods and on short notice. The ability to adjust work hours to meet the demands of each assignment is also crucial.
Essential Functions
Attorney Support
Provides secretarial support for offices that are short‑staffed due to turnover, leaves of absence, or other situations. Work may be required to be performed onsite at a specific office or remotely, depending upon the expected duration, type of support needed, and other factors.
Communicates with the Office Administrator and/or Practice Assistant of the office(s) being supported before and after assignments to ensure a smooth transition.
Proactively seeks opportunities to assist other offices.
New Office Openings
Creates and maintains a master spreadsheet of new matter openings for the attorney(s) joining the firm.
Submits information for conflict checks, starts the matter opening process, and prepares and manages new matter documents.
Communicates with incoming attorneys, CIRS, IT Departments, and occasionally outside parties regarding file transfers and other practice‑related information (attorney contacts, calendar, etc.).
Creates and organizes physical and electronic client files.
Provides secretarial and administrative support to incoming attorneys and staff during the initial office opening period.
Provides training on firm systems, procedures, administrative contacts, and resources for incoming and new staff, primarily other Practice Assistants.
Supports the Chief Administrative Officer and Regional Office Administrators with administrative tasks as needed to set up a new location for operations, including unpacking and organizing office supplies, managing files, and researching local vendors and courts.
Preparis
Assists Regional Office Administrators with maintenance of users, documents, and other information stored in the firm’s emergency notification software.
Special Projects
Assists the Regional Office Administrators and others with firmwide projects and initiatives; occasionally participates in beta test groups to provide feedback on new or changing firm processes.
Preparing Documents
Using word processing and document management software, the Floating Practice Assistant prepares and processes correspondence, memoranda, and complex legal documents according to the requirements set by each practice group. Independently drafts routine cover letters and documents, proofreads documents and checks for proper formatting, spelling, and grammar. Prepares revisions and redlines documents as instructed. Prepares documents for e‑filing as necessary. The Practice Assistant 3 will handle an increased scope of document preparation, both in complexity and volume.
Processes mail
Reviews and routes incoming mail and fax communications. Prepares and sends outgoing mail and faxes, arranging for specialized mail or messenger services when needed. Ensures that all attachments, exhibits, and enclosures are included.
Maintains calendar
Updates and manages the calendars for assigned attorneys, including meetings, appointments, due dates, and client‑related activities.
Maintains files
Manages paper and electronic files according to internal policies. Performs routine filing and retrieves files as needed. Maintains chronological and administrative files for assigned attorneys.
Timekeeping
Prepares time entries for assigned attorneys and submits them promptly. Handles expense reimbursement and disbursement requests. Drafts billing letters and coordinates client billing matters with the Billing Department in Greenville.
General Administrative Support
Prepares and manages new matter documents. Screens and receives phone calls, taking messages as needed. Welcomes and directs clients and visitors. Coordinates travel plans, creates itineraries, and prepares travel expense reports. Schedules meetings, arranges conference rooms, and organizes meals. Communicates professionally and effectively with clients and team members. Proactively anticipates the business needs of assigned attorneys, plans, and adheres to deadlines.
Provide administrative support during complex client meetings, including taking notes and ensuring smooth meeting transitions.
Assist with training and mentoring new office staff.
Pilot new software.
Travel to support the opening of new offices.
Requirements
Three or more years of experience with Ogletree Deakins is preferred.
Solid knowledge of firm resources, processes and procedures.
Ability to frequently work independently and manage multiple assignments for different offices.
Ability to travel on short notice and sometimes for consecutive weeks.
Ability and willingness to work and/or travel overtime as needed, including hours needed to accommodate offices in different time zones.
Must be comfortable traveling alone, including to foreign countries.
Must be proactive and display confidence in communicating with personnel at all levels.
10+ 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.
Benefits In accordance with the Colorado Equal Pay for Equal Work Act, the expected salary range for this Colorado position is between $70,240 and $105,360. In accordance with New York State’s Wage Transparency Law, the expected salary range for this New York State position is between $77,440 and $107,160. In accordance with California’s amended labor code as stated in Senate Bill 1162, the expected salary range for this California position is between $66,000 and $116,160. In accordance with the Washington Equal Pay and Opportunities act, the expected salary range for this Washington position is between $73,600 and $110,400. In accordance with the Wage Transparency Omnibus Amendment Act, the expected salary range for this DC position is between $73,600 and $110,400. In accordance with Maryland’s Equal Pay for Equal Work-Wage Range Transparency Law, the expected salary range for this Baltimore position is between $77,440 and $116,160. In accordance with NJSA 34:6B-23 the expected salary range for this New Jersey based position is between $77,440 and $116,160. In accordance with Illinois Equal Pay Act Transparency Notice, the expected salary range for this Illinois position is between $73,600 and $110,400. Actual pay will be adjusted based on experience, geographic location, and other job‑related factors as permitted by law. This position qualifies for the benefits below. The application deadline for this position is 12/31/2025.
Ogletree Deakins offers a robust suite of benefits for our Staff including: 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.
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.
Seniority Level
Mid‑Senior level
Employment Type
Full-time
Job Function
Administrative
Industries
Law Practice
#J-18808-Ljbffr
Essential Functions
Attorney Support
Provides secretarial support for offices that are short‑staffed due to turnover, leaves of absence, or other situations. Work may be required to be performed onsite at a specific office or remotely, depending upon the expected duration, type of support needed, and other factors.
Communicates with the Office Administrator and/or Practice Assistant of the office(s) being supported before and after assignments to ensure a smooth transition.
Proactively seeks opportunities to assist other offices.
New Office Openings
Creates and maintains a master spreadsheet of new matter openings for the attorney(s) joining the firm.
Submits information for conflict checks, starts the matter opening process, and prepares and manages new matter documents.
Communicates with incoming attorneys, CIRS, IT Departments, and occasionally outside parties regarding file transfers and other practice‑related information (attorney contacts, calendar, etc.).
Creates and organizes physical and electronic client files.
Provides secretarial and administrative support to incoming attorneys and staff during the initial office opening period.
Provides training on firm systems, procedures, administrative contacts, and resources for incoming and new staff, primarily other Practice Assistants.
Supports the Chief Administrative Officer and Regional Office Administrators with administrative tasks as needed to set up a new location for operations, including unpacking and organizing office supplies, managing files, and researching local vendors and courts.
Preparis
Assists Regional Office Administrators with maintenance of users, documents, and other information stored in the firm’s emergency notification software.
Special Projects
Assists the Regional Office Administrators and others with firmwide projects and initiatives; occasionally participates in beta test groups to provide feedback on new or changing firm processes.
Preparing Documents
Using word processing and document management software, the Floating Practice Assistant prepares and processes correspondence, memoranda, and complex legal documents according to the requirements set by each practice group. Independently drafts routine cover letters and documents, proofreads documents and checks for proper formatting, spelling, and grammar. Prepares revisions and redlines documents as instructed. Prepares documents for e‑filing as necessary. The Practice Assistant 3 will handle an increased scope of document preparation, both in complexity and volume.
Processes mail
Reviews and routes incoming mail and fax communications. Prepares and sends outgoing mail and faxes, arranging for specialized mail or messenger services when needed. Ensures that all attachments, exhibits, and enclosures are included.
Maintains calendar
Updates and manages the calendars for assigned attorneys, including meetings, appointments, due dates, and client‑related activities.
Maintains files
Manages paper and electronic files according to internal policies. Performs routine filing and retrieves files as needed. Maintains chronological and administrative files for assigned attorneys.
Timekeeping
Prepares time entries for assigned attorneys and submits them promptly. Handles expense reimbursement and disbursement requests. Drafts billing letters and coordinates client billing matters with the Billing Department in Greenville.
General Administrative Support
Prepares and manages new matter documents. Screens and receives phone calls, taking messages as needed. Welcomes and directs clients and visitors. Coordinates travel plans, creates itineraries, and prepares travel expense reports. Schedules meetings, arranges conference rooms, and organizes meals. Communicates professionally and effectively with clients and team members. Proactively anticipates the business needs of assigned attorneys, plans, and adheres to deadlines.
Provide administrative support during complex client meetings, including taking notes and ensuring smooth meeting transitions.
Assist with training and mentoring new office staff.
Pilot new software.
Travel to support the opening of new offices.
Requirements
Three or more years of experience with Ogletree Deakins is preferred.
Solid knowledge of firm resources, processes and procedures.
Ability to frequently work independently and manage multiple assignments for different offices.
Ability to travel on short notice and sometimes for consecutive weeks.
Ability and willingness to work and/or travel overtime as needed, including hours needed to accommodate offices in different time zones.
Must be comfortable traveling alone, including to foreign countries.
Must be proactive and display confidence in communicating with personnel at all levels.
10+ 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.
Benefits In accordance with the Colorado Equal Pay for Equal Work Act, the expected salary range for this Colorado position is between $70,240 and $105,360. In accordance with New York State’s Wage Transparency Law, the expected salary range for this New York State position is between $77,440 and $107,160. In accordance with California’s amended labor code as stated in Senate Bill 1162, the expected salary range for this California position is between $66,000 and $116,160. In accordance with the Washington Equal Pay and Opportunities act, the expected salary range for this Washington position is between $73,600 and $110,400. In accordance with the Wage Transparency Omnibus Amendment Act, the expected salary range for this DC position is between $73,600 and $110,400. In accordance with Maryland’s Equal Pay for Equal Work-Wage Range Transparency Law, the expected salary range for this Baltimore position is between $77,440 and $116,160. In accordance with NJSA 34:6B-23 the expected salary range for this New Jersey based position is between $77,440 and $116,160. In accordance with Illinois Equal Pay Act Transparency Notice, the expected salary range for this Illinois position is between $73,600 and $110,400. Actual pay will be adjusted based on experience, geographic location, and other job‑related factors as permitted by law. This position qualifies for the benefits below. The application deadline for this position is 12/31/2025.
Ogletree Deakins offers a robust suite of benefits for our Staff including: 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.
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.
Seniority Level
Mid‑Senior level
Employment Type
Full-time
Job Function
Administrative
Industries
Law Practice
#J-18808-Ljbffr