Legal Administrative Assistant

Foley Hoag LLP•Boston, MA

5d•Hybrid

About The Position

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.

Requirements

Excellent written and oral communication skills
Technological savvy
Interpersonal effectiveness
Outstanding attention to detail
Superb organizational skills
Ability to adjust priorities and problem solve in a fast-paced dynamic environment
Associates degree, technical certification in office/business administration or equivalent professional experience
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
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.
Experience in litigation practice preferred
Experience in an administrative support capacity in legal or professional services preferred
Appreciation for Foley Hoag’s values and commitment to diversity, equity, and inclusion

Responsibilities

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
Serve as a primary point of contact for internal and external inquiries, exercising with professionalism and sound judgment; triage competing demands on attorneys' time in relation to overall priorities
Actively manage and organize email inboxes by ensuring timely and appropriate communication and flagging urgent matters
Coordinate and modify domestic and international travel arrangements as directed, and prepare accurate and timely expense reports
Initiate and coordinate urgent conflict checks in connection with new client and matter intake, ensuring compliance with firm procedures
Complete daily time entry diaries accurately and on schedule, ensuring all billable and non-billable time is properly captured
Prepare materials related to the firm's billing process in an efficient and timely manner, including reviewing and editing pre-bills as directed
Maintain familiarity with billing and client requirements related to billing, forecasting, and budgeting
Draft, prepare, revise, and process legal documents, correspondence, and memoranda using standard Microsoft Office products
Redline and edit legal briefs, pleadings, and other filings; prepare binders and organized reference materials for collective bargaining sessions, hearings, and other proceedings.
Proofread all work products to ensure completeness and accuracy
Maintain organized paper and electronic files, and design and implement organizational systems where appropriate
Maintain the contact management system and manage contact communication processes for assigned attorneys
Become familiar and stay current with firm policies, legal procedures, matters, and clients relevant to the Litigation and Labor and Employment practices
Participate in firm-provided training programs and apply learned skills to daily work products
Operate with discretion, professionalism, and courtesy at all times , particularly when handling sensitive or confidential informatio n
Photocopy and scan materials as needed, and perform additional office duties as requested