Legal Administrative Assistant

People & Recruitingposted 11d ago

As an essential member of law firm operations, the Legal Administrative Assistant (LAA) Floater will provide a broad range of legal administrative support to attorneys as well as overflow/back-up administrative support for other legal staff, including peers, as needed across various specialized industry and/or practice areas. 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.

This hybrid role requires in-office presence in our New York office at least three days a week with a fourth onsite day every other week. The onsite expectations are Tuesday, Wednesday, Thursday and one Friday every other week. This is a Monday through Friday, 9:30a.m. to 6:00 p.m. ET shift with the opportunity for night and weekend OT.

Responsibilities

Maintain organized paper and electronic files; design and implement organizational systems where appropriate
Coordinate and modify complex travel arrangements (including international) as directed
Prepare expense reports
Photocopy and scan materials as needed
Prepare all materials related to the firm’s billing process in an efficient, timely manner
Maintain calendars, schedule meetings, book conference rooms and make reservations as needed
Handle incoming and outgoing telephone calls in a professional manner and communicate messages accurately and in a timely manner
Maintain contact management system and manage contact communication processes as needed
Complete daily diaries for timekeepers accurately and on time
Type, prepare, revise and process legal documents, correspondence, memoranda, presentations, and occasional court documents using standard Microsoft Office products
Proofread work products to ensure they are complete and accurate
Become familiar and stay up to date with firm policies, legal procedures, matters, and clients relevant to assigned practice area(s)
Operate with discretion, professionalism, and courtesy at all times, particularly with sensitive or confidential information
Participate in firm provided training programs and apply learned skills to work products
Maintain a neat, clean work area
Other duties as assigned

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. 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:

Two years of experience in an administrative support capacity in legal or professional services environment
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
Experience with intellectual property and/or litigation is preferred but not required
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
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 qualifications. 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.

About Foley Hoag

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.

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.

Terms and Conditions | By submitting this application, I acknowledge receipt of and agree to the terms of Foley Hoag's Privacy Statement. 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 BusinessServicesRecruiting@foleyhoag.com. 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.