Legal Administrative Assistant at Foley Hoag LLP

Boston OfficeFull-timeLAA & Document ProductionPosted about 1 month ago

About the Role

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  <ul style="text-align: justify;"> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">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 </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Serve as a primary point of contact for internal and external inquiries, exercising professionalism and sound judgment; triage competing demands on attorneys' time in relation to overall priorities </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Actively manage and organize email inboxes by ensuring timely and appropriate communication and flagging urgent matters  </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Coordinate and modify domestic and international travel arrangements as directed, and prepare accurate and timely expense reports </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Initiate and coordinate urgent conflict checks in connection with new client and matter intake, ensuring compliance with firm procedures </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Complete daily time entry diaries accurately and on schedule, ensuring all billable and non-billable time is properly captured </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Prepare materials related to the firm's billing process in an efficient and timely manner, including reviewing and editing pre-bills as directed </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Maintain familiarity with billing and client requirements related to billing, forecasting, and budgeting </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Draft, prepare, revise, and process legal documents, correspondence, and memoranda using standard Microsoft Office products </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Redline and edit legal briefs, pleadings, and other filings; prepare binders and organized reference materials for collective bargaining sessions, hearings, and other proceedings </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Proofread all work products to ensure completeness and accuracy </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Maintain organized paper and electronic files, and design and implement organizational systems where appropriate </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Maintain the contact management system and manage contact communication processes for assigned attorneys </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Become familiar with and stay current on firm policies, legal procedures, matters, and clients relevant to the Litigation and Labor and Employment practices </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Participate in firm-provided training programs and apply learned skills to daily work products </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Operate with discretion, professionalism, and courtesy at all times, particularly when handling sensitive or confidential information  </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Photocopy and scan materials as needed, and perform additional office duties as requested </li> </ul> 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:    <ul style="text-align: justify;"> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Experience in an administrative support capacity in legal or professional services preferred </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Experience in litigation practice preferred </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Familiarity with formatting legal pleadings, drafting simple correspondence, and prior experience proofreading correspondence, memoranda, and pleadings is a plus </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Ability to work in a fast-paced environment and deliver work in an efficient and timely fashion </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Advanced Microsoft Office skills, including Microsoft Word, Excel, and PowerPoint </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Strong attention to detail and outstanding organizational skills </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Strong client service orientation </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Excellent verbal and written communication skills </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Demonstrated ability to listen to others, follow instructions and accept feedback </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Appreciation for Foley Hoag’s values and commitment to diversity, equity, and inclusion </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Ability to work effectively with others </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Ability to work independently and strong sense of accountability  </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Flexibility to work outside standard business hours as needed </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Ability to commute to and from the firm's office location on a regular basis </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Associate's degree, technical certification in office/business administration, or equivalent professional experience </li> <li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Ability to lift and transport up to 10 lbs </li> </ul> This hybrid role requires 70% in-office presence in our Boston office to foster collaboration and connection. Onsite expectations and specific days may evolve depending on team and business needs.  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.    <hr>  <div class="content-conclusion"><div style="text-align: justify; line-height: 1.3;">About Foley Hoag</div> <div style="text-align: justify; line-height: 1.3;"> </div> <div style="text-align: justify; line-height: 1.3;">Founded in 1943, Foley Hoag has grown into an award-winning, international law firm that focuses on innovative industries and high-stakes litigation. From our offices in Boston, Washington DC, New York, Denver, and Paris, more than 300 lawyers and 300 professionals in business services exhibit authentic collegiality, genuine respect for each other, and the drive to deliver exceptional client service.</div> <div style="line-height: 1.3; text-align: justify;"> </div> <div style="line-height: 1.3; text-align: justify;">Since our founding, Foley Hoag has been a leader and catalyst for change in the legal industry and beyond.  We value the diversity of perspectives and experiences that enrich our work and our world and seek to hire the best lawyers and business services professionals, regardless of religions, race, gender, or any other factor. We strive every day to ensure everyone at Foley Hoag feels valued through career development, affinity groups, mentorship programs, culture and community-building events and more. We offer a competitive compensation and benefits package, and a connected, challenging, professional, and fun place for you to thrive in the next chapter of your career. </div> <div style="line-height: 1.1; text-align: justify;"><hr></div> Terms and Conditions | By submitting this application, I acknowledge receipt of and agree to the terms of <a style="color: rgb(126, 140, 141);" href="https://foleyhoag.com/privacy-statement/" target="_blank">Foley Hoag's Privacy Statement</a>. I certify that answers given herein are true and complete to the best of my knowledge. In the event of employment, I understand that false or misleading information given in my application constitutes grounds for immediate termination. I hereby authorize Foley Hoag LLP to investigate the information on this application, my references, work record, education and other matters related to my suitability for employment. Furthermore, I understand that just as I am free to resign at any time, Foley Hoag LLP reserves the right to terminate my employment at any time and for any reason. I understand that no representative of Foley Hoag LLP has the authority to make assurances to the contrary. Foley Hoag LLP uses Greenhouse as a platform for our recruiting and hiring activities. Greenhouse may collect and use personal data that I provide, after anonymizing the data, to train their AI large language models. By applying to Foley Hoag LLP, I consent to Greenhouse’s use of my data in this manner.  Accessibility | Foley Hoag is committed to affording equal access to job opportunities to qualified applicants with disabilities. Individuals with a disability who require accommodation or assistance in the job application process for a posted position may contact <a style="color: rgb(126, 140, 141);" href="mailto:[email protected]">[email protected]</a>. This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process.  Foley Hoag LLP is an equal opportunity employer. This means that Foley Hoag LLP considers applicants for employment, and makes employment decisions without unlawful regard to sex, race, color, religion, citizenship, national origin, ancestry, sexual orientation, gender identity, age, marital or domestic partner/civil union status, military service, or veteran status, disability, and any other characteristic covered by applicable federal, state or local nondiscrimination laws.   It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.  We do not pay search firm or agency fees when speculative and unsolicited candidate profiles are submitted. Please be advised that at this time we are not considering new agreements with search firms/agencies not currently on our preferred supplier list for Business Services Professionals recruitment.</div>

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