Administrative Assistant, Business Development Department

foleyhoag; Boston (MA); Ibrido; USD 58.000 - 72.000; Tempo pieno

Descrizione del lavoro

Foley Hoag seeks an adaptable Administrative Assistant to provide central support to the Chief Business Development Officer and BD/Marketing teams in Boston. You will manage calendars, coordinate events, maintain CRM data, assist with budgets and prepare documents with a high standard of presentation.

The role requires exceptional organizational skills, confidentiality, and the ability to multitask in a fast-paced environment. A hybrid in-office model with 70% on-site presence is expected.

Competenze

• Past experience as an administrative assistant in a corporate or professional services setting.
• Strong organizational skills and attention to detail with ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to operate in a fast-paced, multifaceted department and balance deadlines.
• Maintain strict confidentiality of sensitive information with sound judgment.
• Take initiative and work independently while collaborating across teams.
• Proficient in Microsoft Office; Word, Excel, Outlook, Calendar, PowerPoint.
• Knowledge of InterAction CRM or willingness to learn.
• Experience with content management systems and email marketing platforms.
• Prior experience managing multiple calendars and coordinating complex scheduling.

Mansioni

• Calendar & Meeting Management: schedule department meetings, coordinate logistics, distribute agendas and materials.
• Proactive calendar management with awareness of current workstreams and priorities.
• Legal Directories & Industry Recognition: maintain calendar for directory deadlines and update attorney bios.
• Data & Records Management: manage data in InterAction, maintain contact lists and research accuracy.
• Events & Sponsorships: add events to marketing calendar and coordinate internal logistics.
• Budgets, Invoicing & Expense Management: own BD department billing and coordinate with accounts payable.
• Sport Ticket Distribution: track and distribute tickets to attorneys/clients and communicate availability.
• Document Production & Filing: prepare documents, proofs, and maintain filing systems.
• General Administrative & Stakeholder Support: monitor inbox, take ownership of tasks, support BD team.
• Quality and confidentiality in all communications and materials.

Conoscenze

Calendar management

Multi-tasking

Communication skills

Confidentiality

Initiative

Collaboration

Attention to detail

Organization

Time management

Strumenti

Microsoft Office (Word, Excel, Outlook, PowerPoint)

InterAction CRM

Content management systems

Email marketing platforms

Descrizione del lavoro

This position provides central administrative and operational support to the Chief Business Development Officer and the broader Business Development (BD) and Marketing team. The role spans a wide range of functions-including calendar and meeting management, content and website management, CRM and data maintenance, event coordination, budgeting, and stakeholder communications-ensuring the department operates efficiently and delivers a consistent, high-quality experience across all touchpoints. The ideal candidate will bring a positive, proactive mindset; exceptional organizational skills; and the highest level of professionalism.

Responsibilities

Calendar & Meeting Management

• Manage the BD Department calendar, including scheduling all department meetings, coordinating logistics, and distributing agendas and materials in advance.
• Provide proactive, complex calendar management with a comprehensive understanding of current workstreams, priorities, and sensitivities to ensure deadlines are met and conflicts are resolved.

Legal Directories & Industry Recognition

• Develop and maintain a department-wide calendar to track key directory deadlines, submission windows, and announcements.
• Help maintain and update attorney bios on the firm's website and external platforms such as Chambers.
• Upload and update attorney information across relevant directory and ranking platforms.

Data & Records Management

• Help maintain data in InterAction, including creating and updating contact lists and researching contact data for accuracy.
• Assist with tracking and reporting on BD activities, including pitches, RFP submissions, and related metrics.

Events & Sponsorships

• Ensure all firm events are added to the internal marketing calendar and that relevant stakeholders are informed.
• Work with the Marketing Events Manager on event logistics, particularly internal coordination for space lends and firm-hosted functions.

Budgets, Invoicing & Expense Management

• Serve as primary owner of BD Department billing processes and procedures. Act as the contact point between BD and accounts payable to ensure that bills and expense reimbursements are processed accurately and on time (including bill coding, payment coordination, tracking, follow-up, and filing).
• Centralize and track BD-related contracts for events, sponsorships, technology, and other expenditures with corresponding budgets.
• Prepare and submit expense reports on behalf of assigned stakeholders in a timely manner; process all relevant invoices related to marketing and BD workstreams.

Sport Ticket Distribution

• Manage sport ticket distribution and purchases for BD purposes. Maintain a tracking document to record which attorneys and clients or contacts received tickets; communicate with partners when tickets become available.

Document Production & Filing

• Prepare correspondence, presentations, and other documents on behalf of the BD team. Proofread all work to ensure accuracy and a high standard of presentation, demonstrating strong technical skills and attention to detail.
• Establish and maintain efficient manual and electronic filing systems and other administrative systems related to marketing and BD workstreams.

General Administrative & Stakeholder Support

• Monitor General Firm inbox and respond proactively to inquiries, routing requests to the appropriate team members as needed.
• Take end-to-end ownership of tasks and projects assigned, seeing them through to completion with minimal supervision.
• Provide general support for the BD team as the firm continues to grow, adapting to evolving departmental needs.

Qualifications

• Prior experience as an administrative assistant in a corporate or professional services environment preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to operate in a fast-paced, multifaceted department and balance competing deadlines.
• Ability to exercise sound judgment and professionalism to maintain strict confidentiality of sensitive information.
• Ability to take initiative and work independently while also collaborating effectively across teams.
• Expert proficiency in the Microsoft Office suite, including Word, Excel, Outlook, Outlook Calendar, and PowerPoint.
• Knowledge of, or willingness to learn, InterAction CRM.
• Experience with, or willingness to learn, content management systems and email marketing platforms.
• Prior experience managing multiple calendars and coordinating complex scheduling across stakeholders.

This hybrid role requires 70% in-office presence in our Boston office to foster collaboration and connection. Onsite expectations and specific days may evolve depending on team and business needs.

Compensation range is $57,600 to $72,100 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