Legal Administrative Assistant & Document Specialist

Foley Hoag LLP•Washington, DC

10h•$63,400 - $79,300•Hybrid

About The Position

The Legal Administrative Assistant & Document Specialist is a hybrid role responsible for producing consistently high-quality documents and providing world-class administrative support services to internal and external clients. This role requires a 70% in-office presence, equating to at least three days a week with a fourth onsite day every other week. The Specialist may also provide back-up administrative support to assigned Legal Administrative Assistants as needed.

Requirements

Bachelor’s degree or equivalent experience
High level of technical aptitude, including an ability to learn and adapt to evolving technology
Advanced proficiency in Microsoft 365 including Word, Excel, PowerPoint and Outlook
Proficiency with legal technology and firm systems, including Visio, Kofax Power PDF, InterAction, Emburse, Aderant Expert Time, Litera Products including Litera Compare, Litera Create, and Metadact and iManage or a comparable document management system
Strong document-production skills, including proficiency with Word Styles, headers and footers, section and page breaks, page numbering, table of contents, tables of authorities, cross-references, and complex document formatting
Proficiency with legal terminology and standard legal procedures
Excellent attention to detail, accuracy, and proofreading skills
Strong organizational, prioritization, and time-management skills, with the ability to manage a high-volume workload, work under pressure, and meet tight deadlines.
Strong situational problem-solving skills and ability to work both independently and collaboratively in a team environment.
Good verbal and written communication skills, both virtually and in person.
Excellent administrative and client-service skills.

Responsibilities

Maintain advanced proficiency of software used by the Firm: Microsoft 365 including Word, Excel, PowerPoint and Outlook, Zoom, Kofax Power PDF, and Litera to produce high-volume, time sensitive legal documents.
Type, edit, format, clean, revise, compare, redline, and finalize legal documents and correspondence, including contracts, agreements, summonses, complaints, motions, subpoenas, closing documents, and related materials, using Microsoft Word, Litera Compare, Litera Create, and Firm templates.
Prepare, revise, compare, redline, and finalize legal documents using Microsoft Word, Litera Compare, Litera Create, and firm templates.
Create, update, and troubleshoot tables of contents, tables of authorities, cross-references, bookmarks, hyperlinks, headers and footers, section breaks, page numbering, and complex numbering schemes.
Combine Word, Excel, and PowerPoint content: prepare, print, and organize large Excel documents; and produce PowerPoint presentations in accordance with Firm standards, including presentations that may contain photos, graphic art, tables, and animation.
Create client-ready PDF files using Kofax Power PDF or Adobe Acrobat, including combining, formatting, organizing, and preparing documents for final distribution.
Answer and respond to telephone requests and inquiries in a professional manner.
Maintain proficient knowledge of department hardware, including transcription equipment and Multi-Function Devices used to scan, fax, copy, and print.
Process expense reports using Emburse and make diary entries for timekeepers as requested using Aderant Expert Time.
Proofread own work and the work of others as requested, and conduct quality-control review of final work product for formatting consistency, completeness, accuracy, pagination, defined-term consistency, and compliance with Firm standards.
Maintain organized and up-to-date filing systems as directed.
Complete high-volume printing, photocopying and scanning requests.
Handle complex billing, billing correspondence and monthly client billing.
Provide assistance to legal administrative assistants and lawyers in surrounding practice areas as needed and as time permits.
Perform other related office duties as required.