Legal Administrative Assistant

Foleyhoag; Denver (CO); Hybrid; USD 50,000 - 70,000; Full time

Job summary

The Denver Office of Foley Hoag LLP seeks a Legal Administrative Assistant to provide administrative support to lawyers in the Business and Healthcare Departments. As an essential member of law firm operations, the LAA will support an assigned team and may back up other staff, delivering world-class service to clients.

This hybrid role requires a 60% in-office presence in our Denver office, equating to at least three days onsite each week.

Qualifications

• At least three years of experience in an administrative support capacity in a law firm environment.
• Prior experience in business or healthcare law a plus.
• Ability to work in a fast-paced environment and deliver work in an efficient and timely fashion.
• Advanced Microsoft Office skills, including Word, Excel, and PowerPoint.
• Familiarity with formatting legal pleadings, drafting simple correspondence, and proofreading.
• Strong attention to detail and outstanding organizational skills.
• Strong client service orientation.
• Excellent verbal and written communication skills.

Responsibilities

• Maintain calendars for assigned attorneys, including scheduling meetings and resolving conflicts.
• Coordinate domestic and international travel arrangements and prepare expense reports.
• Prepare materials related to the firm’s billing process, including reviewing prebills.
• Serve as primary point of contact for inquiries and triage competing demands on attorneys’ time.
• Initiate and coordinate conflict checks per new client and matter intake procedures.
• Maintain contact management system and manage communication processes for assigned attorneys.
• Complete daily time entry diaries for timekeepers and ensure time is captured accurately.
• Draft, prepare, revise, and process legal documents and correspondence using Microsoft Office.

Skills

Administrative support

Microsoft Office

Time management

Communication skills

Detail-oriented

Legal industry knowledge

Tools

Microsoft Word

Excel

PowerPoint

Job description

The Denver Office of Foley Hoag LLP seeks a Legal Administrative Assistant to provide administrative support to lawyers in the Business and Healthcare Departments. 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 hybrid role requires a 60% in-office presence in our Denveroffice,equating to at least three days a weekonsite.

Responsibilities

• Maintain calendars for assigned attorneys, including systematically creating and organizing meetings, proactively resolving scheduling conflicts, coordinatingand booking in-person and virtual meetings, and prioritizing commitments tooptimizeworkflow and time management
• Coordinateandmodifydomestic and international travel arrangements as directed, and prepareaccurateandtimelyexpense reports
• Prepare all materials related to the firm’s billing process in an efficientandtimelymanner, including reviewing and editingprebillsas directed
• Serve as 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
• Initiate and coordinate conflict checksin accordance withnew client and matter intake procedures
• Maintain contact management system and manage contact communication processesfor assigned attorneys
• Complete dailytime entrydiaries for timekeepersaccurately and on schedule, ensuring all billable and non-billable time is properly captured
• Draft, prepare, revise, and process legal documents, correspondence, memoranda, presentations, and occasional court documents using standard Microsoft Office products
• Proofreadallwork productsto ensurecompleteness and accuracy
• Become familiar andstayup to datewithfirm policies,legal procedures, matters, and clientsrelevant to assigned practice area(s)
• Operate with discretion, professionalism, and courtesyat all times, particularly with sensitive or confidential information
• Participate in firm-provided training programs and apply learned skills to daily workproduct
• Maintainorganized paper and electronic files, and design and implement organizational systems where appropriate
• Photocopy and scan materials as needed, and performadditionaloffice duties as requested

Qualifications

The LAA mustpossessexcellent 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. The following provides a portrait of an ideal candidate. Candidates whopossessmany, if not all, of the qualifications outlined below are encouraged to apply:

• At least three years of experience in an administrative support capacity in a law firm environment
• Prior experience in businessor healthcarelaw a plus
• Ability to work in a fast-paced environment and deliver work in an efficient andtimelyfashion
• 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 andoutstandingorganizational skills
• Strong client service orientation
• Excellent verbal and written communication skills