Office Assistant

Maintain central file room including, but not limited to, keeping client files in alphabetical order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with locating files. Essential Functions: Reception/Hospitality - May provide back-up support to the receptionist and/or other office personnel during breaks, lunches, after hours and absences which may include the following : Open front doors and prepare reception area for business each morning.

Position Summary:

Our Indianapolis, IN office has an opportunity for an Office Assistant to join the firm’s expanding practice. 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.    

Essential Functions:

Reception/Hospitality - May provide back-up support to the receptionist and/or other office personnel during breaks, lunches, after hours and absences which may include the following:

• 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.

Administrative 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.
• Create client file labels and assemble physical files.
• 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.

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.
• General kitchen maintenance to include loading and unloading dishwasher and making sure area is tidy and kept clean. Clean and perform maintenance on coffee machines and refrigerators, as needed.
• May assist with audio visual equipment.

Records and File Room

• Maintain central file room including, but not limited to, keeping client files in alphabetical order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with locating files.
• Maintain current and accurate off-site records using firm database.
• Receive, box, inventory, scan, update database and schedule pick-up of files marked for off-site storage.
• Coordinate timely retrieval of off-site files as requested.

Mailroom/Copy Center

• Receive, stamp, and log all incoming mail and packages and scan/deliver to recipients.
• Prepare and process outgoing mail and packages and ensure they are picked up at the end of each workday. Arrange for specialized mail or messenger services, as required.
• Monitor and distribute incoming faxes.
• Photocopy and scan documents as requested by practice assistants, paralegals, attorneys and Office Administrator.
• Ensure all copy machines and printers are stocked with paper on a daily basis.
• Perform routine maintenance on equipment. Request and coordinate service calls and repairs for copiers and other office equipment and facilities.
• Maintain inventory of mailroom supplies.
• Maintain postage meter.

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.

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.

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.

Contact Information:

If you have questions, please e-mail Lily James at lily.james@ogletree.com with “Office Assistant – Indianapolis" in the subject line. Please note, applications submitted via e-mail will not be considered.

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.