Our Phoenix office has an opportunity for an experienced Legal Practice Assistant to join our Labor & Employment practice. On a day-to-day basis, the Legal Practice Assistant works under the direction of attorneys to whom the Practice Assistant is assigned. Under general supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a fast paced, team-oriented environment. This position supports multiple attorneys as primary assignments and also provides back-up secretarial assistance to others as assigned.
Essential Functions
- Prepares Documents: Using word processing and document management software, the Legal Practice Assistant prepares and processes correspondence 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.
- Processes Mail: Reviews and routes incoming mail. Prepares and processes outgoing mail, 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, deadlines, 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. Communicates with Billing Department to ensure accuracy of client invoices.
- General Administrative Support: Prepares expense reimbursement and disbursement requests. Prepares and processes new matter documents. Coordinates travel arrangements, 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.
- Special Projects: The Legal Practice Assistant will be responsible for a wider range of administrative assistance and may, on occasion, train/mentor new office staff, pilot new software, and handle special projects as assigned – i.e., briefings, seminars.
Requirements
- Experience as a practice assistant or legal secretary, preferably in a labor and employment or litigation practice
- Knowledge of legal terminology, legal documents, and legal processes
- In-depth knowledge of federal and local rules
- Strong proficiency e-filing in state and federal courts
- Accurate typing of at least 70 words per minute
- Strong computer proficiency in the use of MS Office, document management, time entry, electronic filing and database software
- Excellent time management skills and the ability to prioritize workload and efficiently handle multiple projects with competing deadlines, and demonstrate flexibility and initiative in anticipating what needs to be done
- Excellent written and verbal communication skills
- Superior organizational skills including filing, calendaring, and proofreading
- Ability to work independently as well as with a team
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, Teladoc (24/7 access to a doctor by phone or online video), 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. Premier client service, as outlined in the firm’s Client Pledge, is one of the firm’s top priorities and a cornerstone of its core values. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 13 consecutive years. In the 2024 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Employment Law - Management category. Ogletree Deakins has more than 950 attorneys located in 55 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 and strongly encourage the interest of diverse candidates in the firm.
Equal Opportunity Employer.