Legal Administrative Support Specialist

2 months ago

Greenville, South Carolina, United States Ogletree Deakins Full time

Position Overview:

Our Office Administration Department is seeking a skilled Legal Practice Assistant (PA) to enhance our growing practice. This role is primarily focused on providing support to our California and West Coast offices. Operating under general supervision, the Floating PA plays a crucial role in delivering high-quality legal services to clients by offering secretarial and administrative assistance to attorneys. This includes performing clerical tasks and collaborating effectively within a dynamic, team-oriented environment.

Unlike traditional roles that are assigned to a single office, this position offers flexible support to attorneys and paralegals across multiple offices as needed. Responsibilities may also encompass specialized tasks related to new office openings, extensive attorney onboarding, and various firm-wide initiatives. The duties will vary based on specific assignments.

This position is primarily remote; however, candidates must reside in a state within the Pacific or Mountain time zones where the firm operates. Travel may be required, sometimes on short notice and for extended periods. While the standard work schedule is from 9:30 am to 6:00 pm Pacific Time, flexibility in working hours is essential to accommodate assignment needs.

Key Responsibilities:

- Provide secretarial support for offices experiencing staffing shortages due to absences, turnover, or large projects.
- Communicate effectively with Office Administrators and/or PAs of the supported offices to ensure seamless transitions before and after assignments.
- Actively seek opportunities to assist various offices.
- Initiate conflict checks, manage the matter opening process, and prepare necessary documentation for new matters.
- Train incoming and newly hired staff on firm systems, procedures, and resources.
- Maintain a comprehensive spreadsheet of new matter openings for attorneys joining the firm.
- Coordinate with incoming attorneys and relevant departments regarding file transfers and practice-related information.
- Organize and maintain client files.
- Provide administrative support to incoming attorneys and staff during initial office openings.
- Assist the Director of Office Administration and Regional Office Administrators with various administrative tasks to prepare new locations for operations.
- Participate in firm-wide projects and initiatives, including providing feedback on new processes.

Qualifications:

- Minimum of 5 years of experience as a litigation practice assistant or legal secretary.
- Comprehensive knowledge of federal and local legal regulations.
- Familiarity with California legal processes and filings.
- Typing accuracy and speed of at least 70 words per minute.
- Proficient in MS Office, document management, e-filing, and database software.
- Exceptional written and verbal communication skills.
- Strong organizational abilities, including filing, calendaring, and proofreading.

Benefits:

Ogletree Deakins offers a comprehensive benefits package for our staff, including Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, and affordable Health and Life Insurance, including Dental & Vision coverage. Additional benefits include Health Savings Accounts, Tuition Reimbursement, and an Employee Assistance Program.

Firm Overview:

Ogletree Deakins is a leading labor and employment law firm representing management in various employment-related legal matters. Our commitment to premier client service is reflected in our Client Pledge and is a cornerstone of our core values. Recognized as a Law Firm of the Year for 13 consecutive years, we have a strong presence with over 950 attorneys across 56 offices in the United States and internationally. We represent a diverse clientele, including many Fortune 50 companies.

We are dedicated to promoting diversity within the legal profession and encourage candidates from diverse backgrounds to apply.

Equal Opportunity Employer.

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