Legal Administrative Assistant

Foley Hoag LLP is an award-winning, international law firm focusing on innovative industries and high-stakes litigation. They are seeking a Legal Administrative Assistant to provide essential administrative support to the Litigation Department, collaborating with legal professionals and ensuring efficient workflow and communication.

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 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 with and stay current on 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 information
• Photocopy and scan materials as needed, and perform additional office duties as requested

Skills

• 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
• Ability to work in a fast-paced environment and deliver work in an efficient and timely fashion
• Advanced Microsoft Office skills, including Microsoft Word, Excel, and PowerPoint
• 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 the firm's office location on a regular basis
• Associate's degree, technical certification in office/business administration, or equivalent professional experience
• Ability to lift and transport up to 10 lbs
• Experience in an administrative support capacity in legal or professional services preferred
• Experience in litigation practice preferred
• Familiarity with formatting legal pleadings, drafting simple correspondence, and prior experience proofreading correspondence, memoranda, and pleadings is a plus

Benefits

• We offer a competitive compensation and benefits package
• Career development
• Affinity groups
• Mentorship programs
• Culture and community-building events

Company Overview

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