Administrative Assistant

Position Summary

Our Detroit Metro Office, located in Birmingham, Michigan, is seeking a highly organized, collaborative Administrative Assistant to join our growing firm. Under the direction of the Office Administrator, this role provides clerical support to attorneys, paralegals, and practice assistants, contributing to the efficient delivery of high-quality legal services in a team-oriented environment.

Reception/Hospitality

• Answer and route incoming calls via Microsoft Teams.
• Communicate professionally and effectively with firm personnel, clients, visitors, and vendors.
• Maintain a clean, welcoming, and orderly reception area and conference rooms.
• Coordinate reservations for conference rooms and visitor offices.
• Maintain visitor and parking validation logs.
• Order and arrange meals and refreshments for meetings.
• Set up and clean conference rooms before and after meetings.
• Maintain the kitchen area, including loading and unloading the dishwasher and ensuring the space remains clean and organized.
• Clean and perform routine maintenance on coffee machines and refrigerators, as needed.
• Inventory and stock kitchen supplies.

Administrative Support

• Retrieve, sort, and distribute incoming daily mail.
• Monitor and distribute incoming faxes received via email.
• Assist attorneys and practice assistants with audiovisual equipment setup in conference rooms.
• Copy and scan documents at the request of attorneys, paralegals, and practice assistants.
• Enter vendor invoices and expense reimbursement requests in Chrome River.
• Support attorneys and practice assistants with records management and retention.
• Receive and file library subscription updates.
• Assist with the setup, cleanup, and other logistics for local marketing initiatives and office events. This support may occasionally require work outside of regular business hours and limited travel.

Facilities

• Assist with internal office moves and set up workstations for new employees.
• Coordinate service requests, maintenance, and repairs for office equipment and facility-related needs.

Copy Center

• Prepare and process outgoing mail and packages, including coordinating specialized mail and courier services.
• Ensure copiers and printers are stocked with paper daily.
• Perform routine maintenance on copy and print equipment.
• Maintain postage meter and related supplies.
• Monitor inventory and replenish office supplies as needed.

• 2+ years of previous experience in a clerical, administrative, or office assistant role.
• Strong interpersonal and customer service skills.
• Excellent written and verbal communication skills, including a professional and clear telephone manner.
• Ability to manage, organize, and respond accurately and promptly to email.
• Ability to prioritize and manage multiple tasks effectively.
• Strong organizational, time-management, and proofreading skills.
• Ability to maintain an organized and professional work area.
• Accurate typing skills with strong attention to detail.
• Ability to work independently and collaboratively in a team environment.
• Ability to lift and carry up to 50 pounds.
• Reliable, punctual, and consistent attendance.

Please note that we are not working with outside recruiters for this position.

Ogletree Deakins offers a comprehensive benefit package for its business professionals, including paid time off, paid sick leave, paid holidays, paid parental leave, and a 401(k) plan with employer matching and profit sharing. Additional benefits include affordable medical, dental, vision, and life insurance;
Health Savings Accounts and Flexible Spending Accounts for eligible health care and dependent care expenses; tuition reimbursement; and an Employee Assistance Program.

If you have questions, please e-mail Libby Naikelis at Libby…