Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. The firm has 850 lawyers located in 52 offices across the United States, Canada, Europe and Mexico. Ogletree Deakins has been named a “Law Firm of the Year” for seven consecutive years by U.S. News – Best Lawyers ® “Best Law Firms.” In 2018, the publication named Ogletree Deakins its “Law Firm of the Year” in the Litigation - Labor & Employment category.” In addition to handling labor and employment law matters, the firm has thriving practices focused on business immigration, employee benefits, and workplace safety and health law. Ogletree Deakins represents a diverse range of clients, from small businesses to Fortune 50 companies.
Our Phoenix office has an opportunity for an experienced Administrative Assistant to join their expanding practice to assist the Office Administrator in the day-to-day functions of the office.
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.
Essential Functions: These are the essential functions of the position. Successful job applicants will be able to perform these functions:
Reception: Perform Receptionist duties for approximately ½ of each day, which includes the following: answer incoming calls, greet clients and vendors, maintain conference room calendars, sort and distribute incoming mail, coordinate mail pick-up at end of day, order food for meetings, set-up food and clean conference rooms after meetings, coordinate messenger services as needed, maintain conference rooms and lobby area, and enter building maintenance requests.
Back-up assistance to Office Coordinator which includes the following: process check requests, process and code invoices to be paid, reconcile credit card charges weekly and prepare records for off-site storage.
Marketing: Assist Office Administrator with local marketing efforts which includes the following: enter and maintain contacts in database, maintain registration and attendance lists for events, prepare name badges for events, create PowerPoint presentations, maintain inventory of marketing supplies, assist 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.
Miscellaneous: Compile recruiting packets for distribution; request Building ID Badges and enter into security system; sort, mail, and file client invoices; create file labels; maintain kitchen.
3 or more years of administrative assistant experience
Limited travel may be required
Must be proficient in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Outlook, and Document Management System.
Able to operate multi-line phone, calculator, blackberry, cell phone, copier, fax, scanner.
Excellent communication skills, written and verbal
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
Time management skills and ability to work independently as well as with a team
Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Sick Time, a 401(k) matching program, Profit Sharing, 10 Paid Holidays, affordable Health and Life Insurance including Dental & Vision coverage, 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 EAP.
We are not working with outside recruiters for this position.