Administrative Assistant

Foley Hoag seeks a detail-oriented, reliable, and proactive Administrative Assistant (AA) to provide essential administrative and operational support to the Senior Executive Assistant (EA) to the Managing Partner. Reporting directly to the Senior EA, the AA will play a key role in ensuring the seamless day-to-day execution of administrative functions, with a primary focus on meeting preparation, document assembly, and logistical coordination. The successful candidate must demonstrate discretion, exemplary attention to detail, sound judgment, and a sense of urgency that reflects the priorities of both the Senior EA and the Managing Partner.  

The ideal candidate is poised and composed in high-stakes environments and will bring strong organizational skills to provide dependable administrative support across a range of duties. This role requires on-site work in our Boston office. This position is overtime eligible and, occasionally, responsibilities may fall outside of traditional working hours. 

Responsibilities 

• Prepare, print, assemble and distribute briefing materials, agendas, and supporting documents for meetings and events. 
• Coordinate meeting logistics, including conference room reservations, catering arrangements, audio/visual setup, and liaison with relevant administrative teams
• Assist with follow-up on tasks and action items resulting from meetings, tracking deadlines and ensuring timely completion
• Provide support for domestic and international travel coordination, including gathering itinerary details and organizing travel documents
• Assist with the processing of expense reimbursements, invoices, and related documentation 
• Maintain organized filing systems, both electronic and physical, for the Managing Partner's office
• Support ad-hoc projects and administrative tasks as assigned by the Senior EA  

Qualifications  

• Bachelor's degree required
• Some experience in a corporate or professional services environment strongly preferred
• Excellent organizational, time management, and critical-thinking skills; the ability to multitask, manage competing priorities, and navigate a fast-paced environment is essential  
• A positive attitude, and the ability to build rapport with people at all levels of an organization, including members of the Executive Committee, Department Chairs, and other firm leadership
• Stellar communication skills, both written and verbal, with an ability to communicate sensitive information in a professional manner, maintaining confidentiality as needed 
• Capacity to organize and coordinate a demanding workload with impeccable attention to detail and proactively navigate shifting priorities 
• Technically savvy with proficiency in a broad suite of software tools, including Microsoft Office and Zoom
• An appreciation for Foley Hoag's values and commitment to diversity, equity, and inclusion  

As a fully on-site position, this role requires daily in-person collaboration in our Boston office.  

Compensation range is $57,000 to $79,000 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.