Legal Administrative Assistant

The Boston office of Foley Hoag LLP seeks a Legal Administrative Assistant to provide administrative support to lawyers and legal staff in the Litigation Department. As an essential member of law firm operations, the Legal Administrative Assistant (LAA) will provide administrative support to an assigned team of legal professionals and may also provide back-up administrative support to lawyers and other legal staff, including peers. The LAA works collaboratively with legal and business services professionals within the firm and interacts with outside stakeholders with a professional and positive demeanor to provide “world class” service to internal and external clients.

Responsibilities

• Manage calendaring for assigned attorneys, including systematically creating and organizing appointments, proactively resolving scheduling conflicts, coordinating and booking in-person and virtual meetings, and prioritizing commitments to optimize workflow and time management
• Serve as a primary point of contact for internal and external inquiries, exercising with professionalism and sound judgment; triage competing demands on attorneys' time in relation to overall priorities
• Actively manage and organize email inboxes by ensuring timely and appropriate communication and flagging urgent matters
• Coordinate and modify domestic and international travel arrangements as directed, and prepare accurate and timely expense reports
• Initiate and coordinate urgent conflict checks in connection with new client and matter intake, ensuring compliance with firm procedures
• Complete daily time entry diaries accurately and on schedule, ensuring all billable and non-billable time is properly captured
• Prepare materials related to the firm's billing process in an efficient and timely manner, including reviewing and editing pre-bills as directed
• Maintain familiarity with billing and client requirements related to billing, forecasting, and budgeting
• Draft, prepare, revise, and process legal documents, correspondence, and memoranda using standard Microsoft Office products
• Redline and edit legal briefs, pleadings, and other filings; prepare binders and organized reference materials for collective bargaining sessions, hearings, and other proceedings.
• Proofread all work products to ensure completeness and accuracy
• Maintain organized paper and electronic files, and design and implement organizational systems where appropriate
• Maintain the contact management system and manage contact communication processes for assigned attorneys
• Become familiar and stay current with firm policies, legal procedures, matters, and clients relevant to the Litigation and Labor and Employment practices
• Participate in firm-provided training programs and apply learned skills to daily work products
• Operate with discretion, professionalism, and courtesy at all times, particularly when handling sensitive or confidential information
• Photocopy and scan materials as needed, and perform additional office duties as requested

Qualifications

The LAA must possess excellent written and oral communication skills, technological savvy, and interpersonal effectiveness. The successful candidate for this position will bring outstanding attention to detail, superb organizational skills, and the ability to adjust priorities and problem solve in a fast-paced dynamic environment. Experience with, knowledge of, and a passion for the legal field is preferred. We especially welcome applications from those who hold historically marginalized and/or underrepresented identities. The following provides a portrait of an ideal candidate. Candidates who possess many, if not all, of the qualifications outlined below are encouraged to apply:

• Associates degree, technical certification in office/business administration or equivalent professional experience
• Experience in litigation practice preferred
• Experience in an administrative support capacity in legal or professional services preferred
• Ability to work in a fast-paced environment and deliver work in efficient and timely fashion
• Advanced Microsoft Office skills, including Microsoft Word, Excel and PowerPoint
• Familiarity with formatting legal pleadings, drafting simple correspondence, and prior experience proofreading correspondence, memoranda, and pleadings is a plus
• Strong attention to detail and outstanding organizational skills
• Strong client service orientation
• Excellent verbal and written communication skills
• Demonstrated ability to listen to others, follow instructions and accept feedback
• Appreciation for Foley Hoag’s values and commitment to diversity, equity, and inclusion
• Ability to work effectively with others
• Ability to work independently and strong sense of accountability
• Flexibility to work outside standard business hours as needed
• Ability to commute to and from firm office location on regular basis
• Ability to lift and transport up to 10 lbs

Compensation range is $63,400 to $79,300 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.