Administrative Assistant

Foley Hoag seeks a detail-oriented, reliable, and proactive Administrative Assistant (AA) to provide essential administrative and operational support to the Senior Executive Assistant (EA) to the Managing Partner. Reporting directly to the Senior EA, the AA will play a key role in ensuring the seamless day-to-day execution of administrative functions, with a primary focus on meeting preparation, document assembly, and logistical coordination. The successful candidate must demonstrate discretion, exemplary attention to detail, sound judgment, and a sense of urgency that reflects the priorities of both the Senior EA and the Managing Partner.

The ideal candidate is poised and composed in high-stakes environments and will bring strong organizational skills to provide dependable administrative support across a range of duties. This role requires on-site work in our Boston office. This position is overtime eligible and, occasionally, responsibilities may fall outside of traditional working hours.

Responsibilities

• Prepare, print, assemble and distribute briefing materials, agendas, and supporting documents for meetings and events.
• Coordinate meeting logistics, including conference room reservations, catering arrangements, audio/visual setup, and liaison with relevant administrative teams
• Assist with follow-up on tasks and action items resulting from meetings, tracking deadlines and ensuring timely completion
• Provide support for domestic and international travel coordination, including gathering itinerary details and organizing travel documents
• Assist with the processing of expense reimbursements, invoices, and related documentation
• Maintain organized filing systems, both electronic and physical, for the Managing Partner's office
• Support ad-hoc projects and administrative tasks as assigned by the Senior EA

Qualifications

• Bachelor's degree required
• Some experience in a corporate or professional services environment strongly preferred
• Excellent organizational, time management, and critical-thinking skills; the ability to multitask, manage competing priorities, and navigate a fast-paced environment is essential
• A positive attitude, and the ability to build rapport with people at all levels of an organization, including members of the Executive Committee, Department Chairs, and other firm leadership
• Stellar communication skills, both written and verbal, with an ability to communicate sensitive information in a professional manner, maintaining confidentiality as needed
• Capacity to organize and coordinate a demanding workload with impeccable attention to detail and proactively navigate shifting priorities
• Technically savvy with proficiency in a broad suite of software tools, including Microsoft Office and Zoom
• An appreciation for Foley Hoag's values and commitment to diversity, equity, and inclusion

As a fully on-site position, this role requires daily in-person collaboration in our Boston office.

Compensation range is $57,000 to $79,000 commensurate with related experience and qualification. The salary of the candidate selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, specialty, and training. The above salary range (or hiring range) represents the firm's reasonable estimate of the range of possible compensation at the time of posting.