Administrative Coordinator

Position Summary:

Our Raleigh, NC office has the opportunity for an experienced Administrative Coordinator to join the Firm’s expanding practice. Working under the direction of the Office Administrator, this position is responsible for coordinating and overseeing a variety of administrative tasks to ensure smooth office operations. This is an in-office position, Monday through Friday.

Essential Functions:

Administrative Support

• May be assigned to provide Practice Assistant support to one or more attorneys, including active and/or retired attorneys.
• Assist with PA overflow work as needed.
• Assist Office Administrator with coordinating office support functions during absences.
• Assist Office Administrator with onboarding of new hires and related tasks, including pre-hire, post-hire, and employment verification through eVerify.
• May approve staff timesheets when appropriate.
• Make recommendations regarding utilization and workloads of practice assistants and office staff to meet office needs.
• Maintain the local office shared calendars for internal and external events.
• Assist in planning and executing office engagement related initiatives.
• Monitor and manage office and kitchen supplies and approve orders as needed.
• Assist with local IT support as needed, including setting up new users, working with the Service Desk on troubleshooting, and shipping equipment.
• Train and assist new team members as needed.

Facilities and Records Management

• Coordinate, monitor and manage the office’s access control system(s) and building access keycards.
• Coordinate internal office moves, setups, and workstations.
• Oversee office maintenance, repairs, and cleaning services.
• Manage relationships with external vendors and service providers.
• Working with the firm’s Records and Information Management team, assist with maintaining local office records.
• Assist with conference room scheduling and meeting setup and cleanup.
• Assist with updates to Maptician.
• Assist with maintaining central file room, including maintaining current and accurate off-site records using firm database.
• As needed, receive, box, inventory, scan, update database, and schedule pick-up of files marked for off-site storage.
• Work collaboratively with Office Administrator and Research Services to ensure library subscriptions are current and requests for new additions are approved.
• Receive incoming subscription updates and file accordingly.

Financial

• Enter vendor invoices and expense reimbursements into Chrome River.
• Reconcile local office credit card weekly.
• Process local office check requests.

Event Management

• Assist attorneys and Office Administrator in planning and executing local marketing and office events, including briefings and seminars, both within the office and at off-site locations. Such support may require employee to work hours outside of normal business hours and limited travel.
• Working within the determined budget, arrange for venue and all details, including catering and AV needs.
• Coordinate guest lists and internal/external communications regarding upcoming events.
• Review and finalize all presentations, including ensuring embedded photos and video clips function.
• Prepare name badges for attendees and guests.

Other

• Other duties and projects as assigned by the local Office Managing Shareholder and/or the Office Administrator.

Requirements:

• 8+ years of experience as a practice assistant or legal assistant.

• A high school diploma is required. Some college or post high school education is preferred.

• Proficient in all Microsoft applications, including Outlook, Word, Excel, PowerPoint, and Teams. A strong understanding of document management systems. Able to operate general office equipment.
• Knowledge of legal terminology, legal documents, and legal processes.
• Knowledge of legal office operations.
• Superior customer service and interpersonal skills.
• Superior ability to communicate with internal and external employees, clients, and vendors, written and verbal.
• Superior troubleshooting skills.
• Excellent organizational skills
• Ability to self-govern. Excellent time management skills and ability to work independently as well as with a team.
• Limited travel may be required.
• Position may necessitate duties before/after normal business hours.

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.

Contact Information:

If you have questions, please e-mail Lily James at [email protected] with “Administrative Coordinator – Raleigh" in the subject line. Please note, applications submitted via e-mail will not be considered.

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 60 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.