Legal Administrative Assistant

The New York 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.  

This position will require a 70% onsite presence in our New York office.    

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, tech-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 preferred. We especially welcome applications from those who hold historically marginalized and/or underrepresented identities. 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 two years of litigation and administrative support experience within a law firm 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 
• 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 
• Appreciation for Foley Hoag’s values and commitment to diversity, equity, and inclusion 
• 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 

Compensation range is $58,000 to $87,000 commensurate with related experience and qualification. The salary of the candidate selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, specialty, and training. The above salary range (or hiring range) represents the firm's reasonable estimate of the range of possible compensation at the time of posting. 

Search firm submissions are not requested nor considered for this position.

Terms and Conditions | By submitting this application, I acknowledge receipt of and agree to the terms of Foley Hoag's Privacy Statement. I certify that answers given herein are true and complete to the best of my knowledge. In the event of employment, I understand that false or misleading information given in my application constitutes grounds for immediate termination. I hereby authorize Foley Hoag LLP to investigate the information on this application, my references, work record, education and other matters related to my suitability for employment. Furthermore, I understand that just as I am free to resign at any time, Foley Hoag LLP reserves the right to terminate my employment at any time and for any reason. I understand that no representative of Foley Hoag LLP has the authority to make assurances to the contrary. Foley Hoag LLP uses Greenhouse as a platform for our recruiting and hiring activities. Greenhouse may collect and use personal data that I provide, after anonymizing the data, to train their AI large language models. By applying to Foley Hoag LLP, I consent to Greenhouse’s use of my data in this manner. 

Accessibility | Foley Hoag is committed to affording equal access to job opportunities to qualified applicants with disabilities. Individuals with a disability who require accommodation or assistance in the job application process for a posted position may contact BusinessServicesRecruiting@foleyhoag.com. This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process. 

Foley Hoag LLP is an equal opportunity employer. This means that Foley Hoag LLP considers applicants for employment, and makes employment decisions without unlawful regard to sex, race, color, religion, citizenship, national origin, ancestry, sexual orientation, gender identity, age, marital or domestic partner/civil union status, military service, or veteran status, disability, and any other characteristic covered by applicable federal, state or local nondiscrimination laws.  

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

We do not pay search firm or agency fees when speculative and unsolicited candidate profiles are submitted. Please be advised that at this time we are not considering new agreements with search firms/agencies not currently on our preferred supplier list for Business Services Professionals recruitment.