Legal Administrative Assistant

As an essential member of law firm operations, the Legal Administrative Assistant (LAA) will provide administrative support to an assigned team of legal professionals within one of the firm’s specialized industry and/or practice areas. As needed, the LAA 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.

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)
• Perform office duties as requested
• 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

Qualifications

• 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. Experience with, knowledge of, and a passion for the legal field is required. The following provides a portrait of an ideal candidate. Candidates who possess many, if not all, of the qualifications outlined below are encouraged to apply:
• At least three years of relevant administrative support experience within a legal environment strongly preferred
• 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
• 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
• An appreciation for Foley Hoag’s core values of excellence, service ethic, collegiality, and inclusivity.
• 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

About Foley Hoag

Founded in 1943, Foley Hoag has established a lengthy record of success in the innovation industries of life sciences, health care, technology, energy/renewables and cannabis. Regardless of the intricacy of the matters, we provide clients with creative, strategic legal advice tailored to their specific goals.

Our people define us. From our offices in Boston, Washington DC, New York, Denver, and Paris, more than 350 lawyers and 260 professionals in business services exhibit authentic collegiality, genuine respect for each other, and the drive to deliver exceptional client service. Foley Hoag has received numerous honors and rankings including 21 national rankings and 41 regional rankings in Best Lawyers' 2024 edition of the “Best Law Firms”

Since our founding, Foley Hoag has been a leader and catalyst for change in the legal industry and beyond. We value the diversity of perspectives and experiences that enrich our