Administrative Assistant

Foley Hoag seeks a highly organized, detail-driven Administrative Assistant to join the DEI team in our New York office. In this role, you’ll provide essential support across a wide range of DEI programs and initiatives: coordinating meetings and events, managing schedules, preparing materials, and handling day-to-day administrative operations with accuracy. The Administrative Assistant will be a motivated self-starter who notices the details, follows through, and exercises sound judgment. The ideal candidate will bring strong administrative skills, and a proactive mindset.

Responsibilities

• Assist with organizing meetings, including scheduling, sending reminders, organizing catering when necessary, securing room reservations, and coordinating A/V support.
• Create and control slideshows and record minutes for DEI team meetings.
• Oversee the processing of paperwork related to external DEI sponsorships, training, and conferences.
• Order and purchase supplies and branded materials as needed.
• Handle other administrative duties for the team, including processing of event/travel expenses and invoices, filing, and record-keeping.
• Prepare reports by collecting and analyzing information.
• Manage the Director’s calendar, including making appointments.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Maintain and update internal site information for the DEI team.
• Research DEI best practices to keep firm practices current.
• Perform other duties as assigned or requested by the DEI Director and/or members of the team.
• Maintain professionalism and strict confidentiality with all materials and exercise discretion.

Qualifications

• At least one year of law firm or professional services administrative experience preferred.
• Strong organizational skills, superb attention to detail, and self-direction.
• Ability to multi-task, manage, and prioritize projects effectively.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Proficiency in leveraging AI tools and technologies to enhance efficiency and work product.
• Skill with design tools such as Canva to develop visually compelling presentations, marketing materials, and other professional graphics preferred.
• Excellent oral and written communication skills.
• Strong interpersonal skills, team-orientation, and the ability to interact effectively with personnel at all levels of the firm.
• Flexibility and professionalism in responding to shifting demands.
• Ability to exercise good judgment and to recognize and treat confidential information in a professional manner.
• Bachelor’s degree preferred; equivalent professional work experience considered.

Compensation range is $67,600 to $72,100 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.