More jobs:
Floating Practice Assistant
Job in
Los Angeles, Los Angeles County, California, 90079, USA
Listed on 2026-02-16
Listing for:
Ogletree Deakins
Full Time
position Listed on 2026-02-16
Job specializations:
-
Administrative/Clerical
Legal Secretary -
Law/Legal
Legal Secretary
Job Description & How to Apply Below
Position Summary
We are looking for a Floating Practice Assistant to join our growing firm. In addition to the duties required of a Practice Assistant, this position requires specialized duties associated with new office openings, large scale attorney onboardings, and other firmwide projects. Duties and schedule will vary depending upon the assignment. In contrast to being assigned to a specific office on a regular basis, this position provides temporary support to attorneys and paralegals, and back‑up support to other practice assistants as needed, often supporting multiple offices simultaneously.
Frequent travel, sometimes extended in duration and/or with short notice, is required. The ability to adjust working hours to meet the needs of the assignment, is also required.
- Provides secretarial support for offices that are short‑staffed due to turnover, leaves of absence, or other situations. Work may be required to be performed onsite at a specific office or remotely, depending upon the expected duration, type of support needed, and other factors.
- Communicates with OA and/or PA of office(s) being supported, prior and subsequent to assignments, to facilitate a smooth transition.
- Proactively seeks opportunities to assist other offices.
- Creates and maintains master spreadsheet of new matter openings for the attorney(s) joining the firm.
- Submits information for conflict checks, initiates matter opening process, and prepares and processes new matter documents.
- Communicates with incoming attorneys, CIRS and IT Departments, and occasionally outside parties, regarding file transfers and other practice related information (attorney contacts, calendar, etc.).
- Creates and organizes client files.
- Provides secretarial and administrative support to incoming attorneys and staff during the initial office opening period.
- Provides training on firm systems and procedures, administrative contacts, and firm resources, to incoming and newly hired staff, primarily PAs.
- Assists Director of Office Administration and Regional Office Administrators with administrative tasks as needed to prepare new location for operations, including unpacking and organization of office supplies, organization of files, and research of local vendors and courts.
- Assists Director of Office Administration with maintenance of users, documents, and other information stored in the firm’s emergency notification software, Preparis.
- Assists Director of Office Administration and others with firmwide projects and initiatives; occasionally participates in beta test groups to provide feedback on new or changing firm processes.
Using word processing and document management software, the Practice Assistant 3 prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by each practice group. 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.
The Practice Assistant 3 will be responsible for an increased scope of document preparation, both in level of complexity and in quantity of work.
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 and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client‑related activities.
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.
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…
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