Office Assistant

Position Summary:

On a day-to-day basis, works under the direction of the Office Administrator, attorneys, paralegals, and practice assistants from whom the Office Assistant is receiving assignments. This position supports the delivery of quality legal services to clients by providing clerical assistance to an office, and by working collaboratively and cooperatively in a team-oriented environment. This is an in-office role.

Essential Functions:

These are the essential functions of the position. Successful job applicants will be able to perform these functions with or without requested reasonable accommodations.

 

Reception/Hospitality 

· Open front doors and prepare reception area for business each morning.

· Answer multi-line phone system. 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 conference rooms and visitor office reservations using Maptician.

· Order meals for meetings.

· Conference room set-up and clean-up.

 

Facilities

· May assist Office Administrator with building/office access keycards and parking access for new and departing employees.

· Assist with internal office moves and set up of workstations for new employees.

· Back up for Office Services Coordinator - General kitchen maintenance to include loading and unloading dishwasher and making sure area is tidy and kept clean. Conference room meeting setups and stocking break room supplies, as necessary. Clean and perform maintenance on coffee machines and refrigerators, as needed. Receive, track, and scan all incoming mail and packages and deliver to the recipient. Prepare and send outgoing mail and packages. Prepare copy, scan, and document production requests. Arrange for package pickups and couriers, as necessary.

· May assist with audio visual equipment.

 

Library

· May work collaboratively with Office Administrator to ensure that library subscriptions are current and requests for new additions are approved.

· Receive incoming subscription updates and file accordingly.

 

Administrative & Marketing 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.

· Assist Office Administrator with marketing sponsorships – tracking due dates, collateral materials, and benefits for attorneys. Tracking spending to align with marketing budget.

· Assist with planning and executing local office marketing events.

· 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.

· Coordinate internal attorney training meetings – ordering meals, reserving conference space, submitting CLE credits.

Requirements:

· 1+ year previous experience in a clerical or Office Assistant role.

· 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 (but not limited to) multi-line phone system, presentation equipment, copier and scanner.

Education/Experience: A high school diploma is required.

 

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:

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.