Legal Administrative Assistant

Foley Hoag LLP•Boston, MA

2h•Hybrid

About The Position

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 Boston 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, 9:00a.m. to 5:00 p.m. ET shift with the opportunity for night and weekend OT.

Requirements

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.
At least one year 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
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

Nice To Haves

Experience with, knowledge of, and a passion for the legal field is preferred.
Familiarity with formatting legal pleadings, drafting simple correspondence, and prior experience proofreading correspondence, memoranda, and pleadings is a plus

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