Office Assistant - Ogletree Deakins

Our Boston, MA office has an opportunity for an Office Assistant to join the firm’s expanding practice. On a day-to-day basis, generally works under the direction of the office administrator, paralegals and practice assistants to whom the Office Assistant is receiving assignments from but may receive assignments directly from attorneys, in addition to performing regularly assigned tasks.  This position supports the delivery of quality legal services to clients by providing clerical assistance to attorneys, paralegals and practice assistants and by working collaboratively and cooperatively with others in a team-oriented environment.   

1. Reception Duties:     Answer multi-line phone system promptly in a professional, courteous and helpful manner.  Screen phone calls and take messages as required or route callers to their destination.  Communicate effectively and professionally with clients and with others in the Firm.  Receive and direct clients and visitors.  Maintain visitor and delivery log.  Maintain conference rooms and location specific calendars.  Order meals for meetings.  Keep general state of reception area and conference rooms tidy. 
2. Records and File Room:   Create client file labels and assemble physical files.  Maintenance of central file room including, but not limited to, keeping client files in order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with finding 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. 
3. Kitchen Maintenance:  Load, unload, run dishwasher and ensure kitchen is organized.  Ensure that tables, counter areas and kitchen equipment are tidy and wiped down.  Schedule and keep track of maintenance on ice machines and water filtration systems.
4. Copiers:  Stock copiers with paper daily.  Coordinate copier repairs with service provider as needed.  Provide meter read reports to vendor when requested.  Assist with clearing jams and general instruction guidance to others in the firm.
5. Library:  Work collaboratively with office administrator, local shareholder responsible for approving library purchases and firm librarian to ensure that library subscriptions are current and requests for new additions are approved, ordered and shelved accordingly.  Receive incoming subscription updates and file accordingly.
6. Office Supplies:  Take inventory, order and stock office supplies.  Maintain supply room and kitchen organization.
7. Mail:  Retrieve, sort and distribute incoming mail.  Process outgoing mail and deliver to mailbox.  Create shipping labels and assist with mailings.
8. Facilities: Maintain and assign building access and parking cards.  Place maintenance and repair requests. 
9. Firm Functions:  Assist office administrator and attorneys with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. May require duties before/after normal business hours and limited travel.
10. General Administrative Duties:  Typing, processing of invoices in accounts payable software, miscellaneous office projects and general assistance to office administrator.

• 1+ years experience in an administrative or office assistant type role
• Excellent interpersonal and customer service skills
• Excellent communication skills, written and verbal
• Knowledge of basic legal terminology
• Ability to read, respond timely/accurately to and organize high volume of emails
• Ability to relay information promptly and accurately
• Ability to work on multiple tasks
• Good organizational skills including filing and calendaring
• Ability to keep work area organized and tidy
• Pleasant and clearly understandable phone voice
• Ability to sit at a desk for one or more hours at a time
• Ability to lift and carry up to 50 pounds
• 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
• Proficient with Outlook, Excel, Word, PowerPoint
• Good typing speed with few errors
• Excellent proofreading skills
• Time management skills and ability to work independently as well as with a team
• Regular, predictable and punctual attendance

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, 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, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Premier client service, as outlined in the firm’s Client Pledge, is one of the firm’s top priorities and a cornerstone of its core values. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 13 consecutive years. In the 2024 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Employment Law - Management category. Ogletree Deakins has more than 950 attorneys located in 54 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 and strongly encourage the interest of diverse candidates in the firm.
Equal Opportunity Employer.