Position Summary:
Our Charleston, SC office is looking for a Practice Assistant to join our growing firm. On a day-to-day basis, this role reports to the attorneys it supports and helps ensure clients receive quality legal service by providing administrative support, handling complex and specialized tasks, and collaborating effectively with the team. This position primarily supports multiple attorneys and also provides back-up assistance to other attorneys within the office on an as needed/as assigned basis.
Essential Functions:
- Prepares Documents and Templates: Searches the firm's document management system for suitable sample legal documents. Uses them to prepare templates tailored to the specific document the attorney needs. Using word processing and document management software, prepares and processes correspondence, memoranda and complex legal documents (such a, for example, answers, position statements, mediation statements, discovery requests, discovery responses, motions, and other legal documents) to each practice attorney’s requirements. 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, and properly files same with the appropriate court or agency.
- Manages Third-Party Discovery: Works proactively with assigned attorneys to manage third-party discovery, including Freedom of Information Act (FOIA), medical records, employment records, agency records, and public records requests and subpoenas. Drafts and prepares authorizations, requests and subpoenas for attorney review. Coordinates service and tracks response deadlines. Follows up with recipients. Logs, organizes and routes the documents received.
- Monitors Deadlines and Workflow: Proactively monitors scheduling orders, attorney correspondence and internal docketing to identify deadlines and case events. Maintains and updates calendars for assigned attorneys, including court deadlines, meetings, appointments, due dates and client-related activities. Regularly reviews upcoming deadlines and workflow schedules with attorneys so that work is planned ahead and nothing is missed.
- Understands Litigation Workflow and Spots Issues: Works to understand the litigation lifecycle and how case events depend on one another. Uses that knowledge to anticipate and flag potential scheduling conflicts, case management issues and approaching deadlines. Brings these to the attorney's attention early and suggests solutions.
- Processes Mail: Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, 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, court appearances, depositions, due dates, and client-related activities. Assists in coordinating and scheduling depositions and meetings.
- 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. Prepares expense reimbursement and disbursement requests. Prepares billing letters and coordinates client billing matters with the Billing Department in Greenville.
- General Administrative Support: Prepares and processes new matter documents. Receives and screens phone calls and takes message as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. 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.
- The Practice Assistant 2 may be responsible for additional administrative assistance and may, on occasion:
- Assist with mentoring new office staff
- Assist with piloting new software
- Be assigned other duties, as needed.
Requirements:
- 4+ years of experience as a practice assistant or legal secretary
- Knowledge of legal terminology, legal documents and legal processes
- Strong computer proficiency in the use of MS Office, document management, e-filing, and database software
- Excellent written and verbal communication skills
- Strong command of grammar, spelling, and punctuation
- Strong proofreading skills
- Strong organizational and time management skills, and the ability to work independently or as part of a team
- Reliable, consistent attendance.
Please note, we are not working with outside recruiters for this position.
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 Libby at libby.naikelis@ogletree.com with "Practice Assistant – Charleston" in the subject line. Please note, applications submitted via e-mail will not be considered.
Firm Overview:
With more than 1,200 attorneys in 62 offices worldwide, Ogletree Deakins is one of the largest labor and employment law firms representing management. We handle all types of employment-related legal matters, including traditional labor and employment, workplace safety, employee benefits, and business immigration matters. Guided by ourClient Pledge, we focus on understanding clients’ business and objectives, collaborating and anticipating needs, harnessing technology and innovation, communicating effectively, and providing quality representation with exceptional value.
We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.
Equal Opportunity Employer.