• Back-Up Reception Duties: Provide support during breaks, lunches, after hours and absences which may include the following: Answer multi-line phone system promptly in a professional, courteous and helpful manner. Screen phone calls and take messages as required or direct callers to their destination. Communicate effectively and professionally with clients and with others in the Firm. Receive and direct clients and visitors. Keep general state of reception area and conference rooms tidy. Have general knowledge of employee absences to determine appropriate routing of phone calls. Schedule messengers as necessary. Maintain parking validation and visitor log. Maintain conference rooms and location specific calendars. Create client file labels and assemble physical files. Retrieve, sort and distribute mail. Ensure outgoing mail has been picked up. Order meals for meetings. Conference room set-up and clean-up.
• Records and File Room: Maintenance of central file room including, but not limited to, keeping client files in numerical order with adequate space for incoming files and filing, pull and reshelf files as requested and assist with finding files.
• Kitchen Maintenance: Load, unload, start dishwasher as needed. Ensure that tables, counter areas and kitchen equipment are tidy and wiped down at end of each day. Clean and perform maintenance on coffee and soda machines as recommended by supplier. Stocking kitchen refrigerator.
• Copiers: Clean glass and check copiers for adequate paper supply at the end of each day. Work with the receptionist to coordinate copier repairs with service provider as needed. Assist with clearing jams and general instruction guidance to others in the firm.

• Mail and Overnight Packages: Ensure all mail has been metered and taken to mail room for pick up at the end of each day. Ensure all overnight packages are taken to mail room for pick up at the end of the day.

• Firm Functions: Assist office administrator and attorneys with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. May require duties before/after normal business hours and travel to courts and for various Firm errands.

• Secretarial Functions: Accurate typing of at least 70 words per minute. Computer proficiency and organizational skills.

• Other Duties: Provide back-up to practice assistants to track, record and enter attorney time entries on a daily basis. Office Assistant will be assigned an attorney to report to and must have valid driver’s license and a good driving record to pick up packages and documents from various locations, as well as food orders as needed. Will also be responsible for receiving packages, stocking office supplies, and working with the OA to ensure that adequate stock of office supplies is maintained.

• To support the health and safety of our teams and work spaces, we require employees to be fully vaccinated against COVID-19 or to have received an approved accommodation based on medical condition or sincerely held religious belief or practice, or as otherwise required by applicable law. Please let us know if you’d like to discuss the policy or available accommodations before proceeding with our recruitment process.
• One or more years previous experience in an Administrative or Office Assistant role
• Excellent interpersonal and customer service skills
• Excellent communication skills, written and verbal
• To support the health and safety of our teams and work spaces, we require employees to be fully vaccinated against COVID-19 or to have received an approved accommodation based on medical condition or sincerely held religious belief or practice, or as otherwise required by applicable law. Please let us know if you’d like to discuss the policy or available accommodations before proceeding with our recruitment process
• Knowledge of basic legal terminology
• Ability to read, respond timely/accurately to and organize a high volume of emails
• Ability to relay information promptly and accurately
• Ability to work on multiple tasks
• Good organizational skills including filing and calendaring
• Ability to keep work area organized and tidy
• Pleasant and clearly understandable phone voice
• Ability to sit at a desk for one or more hours at a time
• Ability to lift and carry up to 50 pounds
• Reliable transportation

Please note, we are not working with outside recruiters for this position.

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Sick Time, 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.