What are the responsibilities and job description for the Administrative Assistant position at Ogletree Deakins?
Position Summary:
Our Portland, Oregon office is looking for an experienced Administrative Assistant to join our growing firm. On a day-to-day basis, works under the direction of the Office Administrator, paralegals, and practice assistants from whom the Administrative Assistant is receiving assignments. This position supports the delivery of quality legal services to clients by providing administrative and clerical assistance to an office and by working collaboratively and cooperatively with others in a team-oriented environment.
Essential Functions:
Preparing Documents
- Using word processing and document management software, prepare and process correspondence and legal documents as directed. Proofread documents and check for appropriate formatting, spelling and grammar. Prepare revisions and redline documents as directed.
- Prepare documents for e-filing under the direction of a paralegal or practice assistant. Assist paralegals with drafting and sending subpoenas, medical records requests, and conducting basic background checks, including tracking and following up on responses.
- Assist with document productions as directed.
- May assist with developing and editing Excel spreadsheets and PowerPoint presentations.
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 the day. Arrange for specialized mail or messenger services as required.
- Monitor and distribute incoming faxes.
- Ensure all copy machines and printers are stocked with paper on a daily basis.
- Request and coordinate service calls and repairs for all office equipment and facilities.
- May assist with maintaining the mailroom supplies and postage meter.
Reception/Hospitality - May provide back-up support to the receptionist 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 location specific calendars.
- Order meals for meetings.
- Conference room set-up and clean-up.
Facilities
- May assist Office Administrator with coordinating access key cards 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.
- May assist with audio visual equipment.
- Assist with updates to Maptician.
Administrative Support
- May assist Office Administrator with onboarding of new hires and related tasks.
- Order and stock office and kitchen supplies and assist Office Administrator with monitoring purchases to stay within monthly budget guidelines.
- Enter vendor invoices and expense reimbursement requests into Chrome River.
- Process local office check requests.
- May assist with entering daily time entries for attorneys.
- Create client file labels and assemble physical files.
- Assist with planning and executing local marketing and office events. Such support may require employee to work hours outside of normal business hours and limited travel.
- 1 years in an Administrative or Office Assistant role
- A high school diploma is required.
- Proficient in Microsoft applications including, Outlook, Word, Excel, PowerPoint, and Teams. Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, presentation equipment, copier and scanner.
- Excellent interpersonal and customer/client service skills
- Excellent communication skills, written and verbal
- Knowledge of basic legal terminology
- 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 and calendaring
- 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 15 pounds
- Good typing speed with few errors
- Excellent proofreading skills
- Strong time management skills and ability to work independently as well as with a team
- Consistent and punctual 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.
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 59 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.
