Legal Practice Assistant & Project Manager

Foster Garvey PC; Washington; Hybrid; USD 65,000 - 95,000; Full time

Job summary

Foster Garvey PC is seeking a Legal Practice Assistant & Project Manager to support attorneys in the Investment Management group. This hybrid role blends high-level administrative support with operational leadership across matter tracking, billing oversight, and process optimization.

Based in our Seattle office, with an option to work remotely up to two days per week after 120 days. The role requires exceptional organization, judgment, and initiative in a fast-paced environment, with overtime as

Qualifications

• Excellent organizational skills and ability to manage multiple projects.
• Exceptional attention to detail and accuracy in work products.
• Collaborative, team-oriented approach to support attorneys.
• Proactive, self-starting mindset with initiative and follow-through.
• Good judgment and decision-making under tight deadlines.

Responsibilities

• Run conflict checks and open new client matter numbers.
• Track status of deals and legal matters, coordinating across attorneys and clients.
• Proactively manage deadlines and deliverables for timely work product.
• Coordinate task assignments and monitor progress across active matters.
• Prepare and organize executed documents for closings.
• Maintain and update project management and tracking systems.
• Prepare initial investment overviews for attorney review.
• Proofread and edit subscription booklets and related documents.
• Conduct basic research as needed.
• Manage document repositories and retrieve precedent materials.
• Coordinate client communications with opposing counsel.
• Track client contracts, including expiration dates and rate changes.
• Review and edit invoices for accuracy and compliance; coordinate billing with Accounting.
• Review daily time entries and assist with expense tracking.
• Manage attorney schedules, calendars, and travel arrangements.
• Coordinate external meetings and conference calls.
• Support attorney Continuing Legal Education credits and bar memberships.

Skills

Strong organizational skills

Attention to detail

Collaborative, team-oriented

Proactive, self-starting mindset

Sound judgment

Job description

Job Description

Foster Garvey PC, one of the Pacific Northwest’s leading law firms, is seeking a Legal Practice Assistant & Project Manager to support attorneys in our nationally recognized Investment Management group.

This role is intentionally structured as a hybrid between high-level administrative support and operational/project management leadership. The successful candidate will not only manage executive and legal administrative tasks, but also play a central role in workflow coordination, matter tracking, billing oversight, and process optimization for some of the top Investment Management practitioners in the country.

This is a highly visible, fast-paced position that requires exceptional organization, judgment, and initiative.

This is a full-time non-exempt position, Monday through Friday, based in our Seattle Office. Occasional overtime may be necessary to accommodate client needs. This position is eligible for a hybrid work arrangement after 120 days of working in the office, with the ability to work remotely up to two days per week, subject to business needs.

Responsibilities:

Matter & Deal Management:

• Run conflict checks and open new client matter numbers
• Track status of deals and legal matters, ensuring seamless coordination across attorneys and clients
• Proactively manage deadlines and deliverables to ensure timely completion of work product
• Coordinate assignment of tasks and monitor progress across active matters
• Compile and organize executed documents for closings
• Maintain and update project management and tracking systems

Client & Document Management:

• Prepare initial investment overviews for attorney review
• Proofread and edit legal documents such as subscription booklets, signature packets, and comment memoranda for attorney review
• Conduct basic research as needed
• Manage document repositories, file materials according to firm protocols, and retrieve precedent documents
• Coordinate client communications and correspondence with opposing counsel
• Track client contracts, including monitoring expiration dates and rate changes

Billing & Financial Oversight:

• Review and edit 60-100 invoices per month for accuracy, clarity, and compliance with client expectations
• Coordinate billing processes with the Accounting team and provide status updates to attorneys
• Review and release attorneys’ daily time entries
• Process reimbursement requests and assist with expense tracking

Executive & Administrative Support:

• Manage attorney schedules and calendars
• Coordinate external meetings and conference calls
• Track attorney Continuing Legal Education credits and bar memberships
• Arrange travel and preparation for industry conferences
• Support attorneys with expense reports, printing, mail, and other administrative needs
• Assist firm leadership with executive-level initiatives and internal committee engagements
• Support attorneys in involvement with bar associations, professional organizations, mentorship programs, and other community or industry commitments as needed

Business Development & Marketing Support:

• Manage client bid and RFP processes
• Collaborate with the marketing team to develop articles, posts, award nominations, and related materials
• Monitor and summarize relevant industry news and client public reports

Team & Operational Support:

• Collaborate with Accounting, Document Processing, Help Desk, Recruiting, Conflicts, and other departments to ensure smooth workflow
• Maintain internal organizational systems and training materials
• Assist with onboarding and training of new team members
• Coordinate internal Investment Management team events
• Support meetings and events for attorney committees and firm groups
• Other duties and projects as assigned

Job Requirements:

Skills:

• Strong organizational skills with the ability to manage multiple concurrent projects
• Exceptional attention to detail
• Collaborative, team-oriented approach
• Proactive, self-starting mindset with the ability to anticipate needs and follow through
• Sound judgment and decision-making skills
• Abili