Office Assistant

Reception Duties: Open front doors and switchboard for business each morning. Answer multi-line phone system, directing callers to their destination. Greet and direct clients and visitors. Handle incoming and outgoing deliveries, scheduling couriers as necessary. Maintain reception area and conference rooms, including set up and clean up for meetings. Order meals for meetings.

Records and File Room: Maintain central file room, keeping client files in proper order with adequate space for incoming files and filing. Pull and reshelf files 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. Create client file labels and assemble physical files.

Kitchen Maintenance: Maintain kitchen/break room, ensuring that areas and kitchen equipment are tidy and wiped down daily. Load/unload/run dishwasher as needed. Inventory, order and stock kitchen supplies.

Office Supplies: Inventory, order, stock and maintain office supplies and supply room.

Mail: Retrieve and distribute incoming mail; collect and deposit outgoing mail. Create Fed Express labels as needed.

Copiers: Clean glass and check copiers for adequate paper supply daily. Coordinate copier repairs and meter reports with service provider as needed. Provide equipment assistance as needed.

Library: Work collaboratively with Firm records personnel and Office Administrator to ensure that library subscriptions are current. Receive incoming subscription updates and file accordingly. Coordinate requests for new additions with Office Administrator and Firm Research Department.

Other Duties: Assist with off-site events. Complete errands for the office. Light typing, including entry of invoices and expense reimbursement requests. Assist with other miscellaneous projects as needed.

• Prior law firm experience a plus
• Four (4)+ years previous experience in an Administrative or Office Assistant role
• Knowledge of basic legal terminology
• Excellent interpersonal and customer service skills
• Excellent communication skills, written and verbal
• Ability to read, respond timely/accurately to a high volume of emails
• Ability to work on multiple tasks
• Good organizational skills including filing and calendaring
• Time management skills and ability to work independently as well as with a team
• Regular, predictable and punctual attendance
• Proficient with Outlook, Excel, Word, PowerPoint
• Knowledge of basic legal terminology a plus
• 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.