Legal Recruiting Onboarding and Operations Coordinator

Foley Hoag LLP•Washington DC, NY

5d•Hybrid

About The Position

The Legal Recruiting Onboarding & Operations Coordinator manages the full onboarding lifecycle for incoming legal hires, including lateral partners, counsel, associates, technology specialists, and patent agents. The role supports new hires from offer acceptance through the end of their first 90 days, coordinating across Business Services and practice support teams to provide a smooth transition. It also supports the Legal Recruiting team’s operational, logistical, and administrative needs. The coordinator is expected to exercise sound judgment, protect confidential information, and maintain a professional demeanor in interactions with internal and external contacts. This is a hybrid position based in the Boston, New York City, Washington, D.C., or Denver office. The role requires in-office presence at least three days per week, specifically Tuesday, Wednesday, and Thursday. Foley Hoag is an international law firm founded in 1943, with offices in Boston, Washington, D.C., New York, Denver, and Paris. The firm has more than 300 lawyers and 300 business services professionals. It describes its culture as collegial and respectful, and highlights career development, affinity groups, mentorship programs, and culture and community-building events. The listed compensation range is $69,700 to $87,200, commensurate with related experience and qualifications.

Requirements

Bachelor’s degree.
Excellent oral and written communication skills.
Strong interpersonal skills, a team-oriented approach, and the ability to interact effectively with personnel at all levels of the firm.
Strong organizational skills, superb attention to detail, and self-direction.
Ability to multitask and manage and prioritize projects effectively.
Flexibility and professionalism when responding to shifting demands.
Ability to exercise good judgment and handle confidential information professionally.
Proficiency with Microsoft Office programs, including Word, Excel, and PowerPoint, and database programs.
Appreciation for Foley Hoag’s core values of excellence, service ethic, collegiality, and inclusivity.

Nice To Haves

A minimum of 3 years of law firm recruiting work experience is preferred.
Experience with database programs such as LawCruit, Flo, viDesktop, and iManage.

Responsibilities

Prepare and distribute offer documentation, onboarding packets, and new-hire paperwork.
Initiate, coordinate, and monitor conflicts checks to ensure clearance before a hire’s start date.
Verify bar admissions, good standing, and licensing status; track pending admissions and related deadlines.
Coordinate background checks and start dates with Human Resources.
Serve as the primary contact for new hires from offer acceptance through the end of their first 90 days.
Coordinate onboarding with Business Services teams, including background and conflicts checks, orientation scheduling, IT and office needs, relocation expenses, and bar admission needs.
Arrange introductions and schedule meetings with practice group leaders, firm leadership, mentors, assistants, and administrative contacts.
Coordinate the transition of client files and matters for lateral attorneys with the Conflicts, Records, and General Counsel functions.
Support summer associate and incoming first-year associate programs, including orientation logistics.
Coordinate orientation across offices, including reserving conference rooms and arranging travel for new hires attending orientation in another office.
Coordinate partner integration check-ins, new partner welcome gifts, and related logistics.
Evaluate Legal Recruiting processes and develop strategies for process improvements, efficiencies, and new initiatives, including in collaboration with other Business Services teams.
Coordinate accurate data entry and compliance with data management requests.
Review and maintain Legal Recruiting iManage workspaces and the foleyNET page for consistent, organized, and accurate records and communications.
Serve as the department’s primary liaison for applicant tracking system usage and updates; provide credentials to new users and arrange training as needed.
Collaborate with the CGLRO to develop, implement, and track the annual recruiting budget.
Process and reconcile Legal Recruiting team AMEX expense reports.
Monitor Legal Recruiting team organizational memberships, including registrations and communications with organizations such as NALP, MALRA, and NYCRA.
Manage search firm agreements and preferred headhunter relationships with the CGLRO, including preparing and distributing fee agreements and maintaining an up-to-date agency fee agreement tracker.
Manage completion of surveys, awards and rankings, and external profiles such as Vault and AmLaw.
Assist with Legal Recruiting team meetings by preparing and communicating agendas and materials and following through on action items.
Partner with peer Business Services departments, including Professional Development, DEI, HR, Finance, and IT, to coordinate initiatives and support the Legal Recruiting team’s business strategy.
Support the team in managing special projects.
Perform other duties as assigned.