Legal Administrative Assistant

Foleyhoag; New York (NY); Hybrid; USD 63,000 - 79,000; Full time

Job summary

Foley Hoag in New York is seeking a hybrid Legal Administrative Assistant (LAA) Floater to provide broad legal administrative support to attorneys and serve as backup for other staff across practice areas. The role demands professional, world-class service and collaboration with legal and business services teams. The position requires in-office presence at least three days per week in NY, with a fourth onsite day every other week (Tue–Thu and every other Friday).

Hours are 9:30 a.m. – 6:00 p.m.

Qualifications

• Two years of experience in an administrative support capacity in legal or professional services environment.
• Ability to work in a fast-paced environment and deliver work efficiently 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.
• Experience with intellectual property and/or litigation is preferred but not required
• 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
• 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 10lbs

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)
• 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
• Other duties as assigned

Skills

Administrative support

Microsoft Office

Communication skills

Teamwork

Attention to detail

Tools

Microsoft Word

Excel

PowerPoint

Job description

As anessentialmemberoflaw firm operations, theLegal Administrative Assistant (LAA)Floaterwillprovidea broad range of legal administrative support to attorneysaswell as overflow/back-up administrative support forotherlegal staff, including peers, as neededacross variousspecialized industry and/or practice areas.The LAAworks collaboratively with legal and business services professionals within the firm and interacts with outsidestakeholderswith a professional and positive demeanor to provide “world class” service to internal and external clients.

This hybrid role requiresin-office presence in ourNew Yorkoffice at least three days a week with a fourth onsite day every other week.The onsiteexpectations areTuesday, Wednesday, Thursday and one Friday every other week.This is a Monday through Friday, 9:30a.m. to6:00 p.m. ET shift with the opportunity for night and weekend OT.

Responsibilities

• Maintain organized paper and electronic files; design and implement organizational systems where appropriate
• Coordinateandmodifycomplextravelarrangements (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,timelymanner
• Maintain calendars, schedule meetings, book conference rooms and make reservations as needed
• Handle incoming and outgoing telephone calls in a professional mannerandcommunicate messagesaccurately andin 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 productsto ensure they are complete andaccurate
• 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 work products
• Maintain a neat, clean work area
• Other duties as assigned

Qualifications

• Twoyearsof experience in an administrative support capacity in legal or professional servicesenvironment
• Ability to work in a fast-paced environment and deliver work inefficientandtimelyfashion
• Advanced Microsoft Office skills, including Microsoft Word,Exceland PowerPoint
• Familiarity with formatting legal pleadings, drafting simple correspondence, and prior experience proofreading correspondence, memoranda, and pleadings is a plus
• Experience with intellectual property and/or litigation is preferred but notrequired
• Strong attention to detail andoutstandingorganizational skills
• Strong client service orientation
• Excellent verbal and written communication skills
• Demonstrated ability to listen to others, followinstructionsand accept feedback
• Ability to work effectively with others
• Ability to work independentlyandstrong senseofaccountability
• Flexibility to work outside standard business hours as needed
• Ability to commute to and fromfirmoffice location on regular basis
• Ability to lift and transport up to 10lbs

Compensation range is $63,400 to $79,300commensuratewith related experience andqualifications. 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)representsthe firm's reasonable estimate of the range ofpossible compensationat the time of posting.

About Foley Hoag

Founded in 1943, Foley Hoag has grown into an award- winning, international law firm that focuses on innovative industries and high-stakes litigation. From our offices in Boston, Washington DC, New York, Denver, and Paris, more than 300 lawyers and 300 professionals in business services exhibit authentic collegiality, genuine respect for each other, and the drive to deliver exceptional client service. Since our founding, Foley Hoag has been a leader and catalyst for change in the legal industry and beyond. We value the diversity of perspectives and experiences that enrich our work and our world and seek to hire the best lawyers and business services professionals, regardless of religions, race, gender, or any other factor. We strive every day to ensure everyone at Foley Hoag feels valued through career development, affinity groups, mentorship programs, culture and community-building events and more. We offer a competitive compensation and benefits package, and a connected, challenging, professional, and fun place for you to thrive in the next chapter of your career.

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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 [e-mail]. 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.

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