Legal Administrative Assistant & Document Specialist

Foleyhoag; Boston (MA); On-site; USD 63,000 - 79,000; Full time

Job summary

Foley Hoag seeks a detail-oriented legal support professional to manage advanced document production and formatting using Microsoft 365, Litera, and Kofax. You will draft, edit, and finalize contracts, motions, and other materials with strict adherence to firm templates.

The role requires a Bachelor’s degree or equivalent, superb organizational and communication skills, and the ability to work on-site in Boston with high-volume, time-sensitive workloads.

Qualifications

• Bachelor’s degree or equivalent experience required.
• High level of technical aptitude, including the ability to learn evolving technology.
• Proficiency with Microsoft 365 including Word, Excel, PowerPoint and Outlook.
• Proficiency with legal technology and firm systems (Litera, Kofax, Emburse, Aderant, InterAction, etc.).
• Strong document-production skills and advanced formatting abilities.
• Familiarity with legal terminology and standard procedures.
• Excellent attention to detail and proofreading skills.
• Strong organizational, prioritization, and time-management skills.
• Ability to work independently and in a team environment.
• Excellent verbal and written communication skills.

Responsibilities

• Maintain advanced proficiency of software used by the Firm (Microsoft 365, Zoom, Kofax Power PDF, Litera products).
• Type, edit, format, revise, and finalize legal documents using Word, Litera, and firm templates.
• Prepare, revise, compare, redline, and finalize documents with firm templates.
• Create/update tables of contents, authorities, cross-references, and complex numbering.
• Combine content from Word/Excel/PowerPoint for client-ready materials.
• Create client-ready PDFs using Kofax Power PDF or Adobe Acrobat.
• Answer telephone inquiries professionally.
• Maintain knowledge of department hardware and transcription equipment.
• Process expense reports using Emburse and timekeeping entries using Aderant Expert Time.
• Proofread own work and conduct quality-control for formatting and accuracy.
• Maintain organized filing systems; handle high-volume printing and scanning.
• Handle complex billing and client billing communications.
• Assist legal administrative assistants and lawyers across practice areas.
• Perform other related office duties as required.

Skills

Attention to detail

Time management

Organizational skills

Communication skills

Problem solving

Team collaboration

Adaptability to technology

Legal terminology knowledge

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Kofax Power PDF

LiteraCompare

LiteraCreate

LiteraProducts

LiteraManage

Aderant Expert Time

Emburse

InterAction

Job description

Responsibilities

• Maintain advancedproficiencyof software used by the Firm:Microsoft 365 including Word, Excel, PowerPoint and Outlook,Zoom,KofaxPower PDF,andLiterato produce high-volume, time sensitive legal documents.
• Type, edit, format, clean, revise, compare, redline, andfinalizelegal documents and correspondence, including contracts, agreements, summonses, complaints, motions, subpoenas, closing documents, and related materials, using Microsoft Word,LiteraCompare,LiteraCreate, and Firm templates.
• Prepare, revise, compare, redline, andfinalizelegal documents using Microsoft Word,LiteraCompare,LiteraCreate, and firm templates.
• Create, update, and troubleshoot tables of contents, tables of authorities, cross-references, bookmarks, hyperlinks, headers and footers, section breaks, page numbering, and complex numbering schemes.
• Combine Word, Excel, and PowerPoint content: prepare, print, and organize large Excel documents; and produce PowerPoint presentationsin accordance withFirm standards, including presentations that maycontainphotos, graphic art, tables, and animation.
• Create client-ready PDF files using Kofax Power PDF or Adobe Acrobat, including combining, formatting, organizing, and preparing documents for final distribution.
• Answer and respond to telephone requestsandinquiries in a professional manner.
• Maintain proficient knowledge of department hardware, including transcription equipment and Multi-Function Devices used to scan, fax, copy, and print.
• Process expense reports usingEmburseand make diary entries for timekeepers as requested using Aderant Expert Time.
• Proofreadownwork and the work of others as requested, and conduct quality-control review of final workproduct forformatting consistency, completeness, accuracy, pagination, defined-term consistency, and compliance with Firm standards.
• Maintain organized and up-to-date filing systems as directed.
• Completehigh-volumeprinting,photocopyingand scanning requests.
• Handle complex billing, billingcorrespondenceand monthlyclientbilling.
• Provide assistance tolegal administrative assistants and lawyers in surroundingpracticeareas as needed and as timepermits.
• Perform other related office duties asrequired.

Qualifications

• Bachelor’s degree or equivalentexperience
• High levelof technical aptitude, includingan ability to learnand adapt toevolving technology
• Advancedproficiencyin Microsoft 365 including Word, Excel,PowerPointand Outlook
• Proficiencywithlegal technology and firm systems, includingVisio,Kofax Power PDF, InterAction,Emburse,Aderant Expert Time,LiteraProducts includingLiteraCompare,LiteraCreate, andMetadactandiManageor a comparable document management system
• Strong document-production skills, includingproficiencywithWord Styles,headers andfooters,sectionand pagebreaks,pagenumbering,table ofcontents,tables of authorities, cross-references, and complex document formatting
• Proficiencywith legal terminology and standard legal procedures
• Excellentattention to detail,accuracy,andproofreading skills
• Strong organizational, prioritization, and time-management skills, with the ability to manage a high-volume workload, work under pressure, and meet tight deadlines.
• Strong situational problem-solving skills and ability to work both independently and collaboratively in a team environment.
• Good verbal and written communication skills, both virtually and in person.
• Excellent administrative andclient-serviceskills.

Compensation range is $63,400 to $79,300 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.

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.

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 [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.

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.