Administrative Assistant, Business Development Department

Foley Hoag LLP•Boston, MA

7d•Hybrid

About The Position

This position provides central administrative and operational support to the Chief Business Development Officer and the broader Business Development (BD) and Marketing team. The role spans calendar and meeting management, content and website management, CRM and data maintenance, event coordination, budgeting, and stakeholder communications, helping the department operate efficiently and deliver a consistent, high-quality experience. The ideal candidate has a positive, proactive mindset, exceptional organizational skills, and a high level of professionalism. The role manages department calendars and complex scheduling; supports legal directory submissions and attorney information; maintains CRM data and tracks BD activities; coordinates event and sponsorship logistics; manages billing, contracts, budgets, invoices, and expenses; and oversees sports ticket distribution. It also prepares and proofreads documents, maintains filing systems, monitors the General Firm inbox, and provides adaptable administrative support to the BD team. The hybrid position requires 70% in-office presence at the Boston office; onsite expectations and specific days may evolve with team and business needs. Foley Hoag is an international law firm founded in 1943, with offices in Boston, Washington, DC, New York, Denver, and Paris. The firm describes a culture of collegiality, respect, client service, diversity, career development, mentorship, and community-building. The stated compensation range is $57,600 to $72,100, commensurate with related experience and qualifications.

Requirements

Strong organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
Ability to work in a fast-paced, multifaceted department and balance competing deadlines.
Sound judgment and professionalism, including the ability to maintain strict confidentiality of sensitive information.
Ability to take initiative and work independently while collaborating effectively across teams.
Expert proficiency with Microsoft Office, including Word, Excel, Outlook, Outlook Calendar, and PowerPoint.
Prior experience managing multiple calendars and coordinating complex scheduling across stakeholders.
Ability to meet the hybrid role's requirement of 70% in-office presence at the Boston office.

Nice To Haves

Prior administrative assistant experience in a corporate or professional services environment.
Knowledge of InterAction CRM, or willingness to learn it.
Experience with content management systems and email marketing platforms, or willingness to learn them.

Responsibilities

Manage the BD Department calendar, schedule meetings, coordinate logistics, and distribute agendas and materials in advance.
Provide proactive, complex calendar management informed by current workstreams, priorities, and sensitivities; meet deadlines and resolve conflicts.
Maintain a department-wide calendar of legal directory deadlines, submission windows, and announcements.
Help maintain attorney biographies on the firm website and external platforms, including Chambers, and upload or update attorney information on relevant directory and ranking platforms.
Help maintain InterAction data, create and update contact lists, and research contact information for accuracy.
Assist with tracking and reporting BD activities, including pitches, RFP submissions, and related metrics.
Ensure firm events are added to the internal marketing calendar and inform relevant stakeholders.
Work with the Marketing Events Manager on event logistics, including internal coordination for space lends and firm-hosted functions.
Own BD Department billing processes and procedures, coordinating with accounts payable on bill coding, payments, tracking, follow-up, filing, and expense reimbursements.
Centralize and track BD-related contracts for events, sponsorships, technology, and other expenditures alongside corresponding budgets.
Prepare and submit expense reports for assigned stakeholders and process invoices related to marketing and BD workstreams.
Manage sports ticket distribution and purchases for BD purposes; track recipients and communicate ticket availability to partners.
Prepare correspondence, presentations, and other documents for the BD team, and proofread work for accuracy and professional presentation.
Establish and maintain efficient manual and electronic filing and administrative systems for marketing and BD workstreams.
Monitor the General Firm inbox, respond proactively to inquiries, and route requests to appropriate team members.
Take end-to-end ownership of assigned tasks and projects, completing them with minimal supervision.
Provide general BD team support and adapt to evolving departmental needs.