Legal Practice Assistant & Project Manager

Foster Garvey PC; Washington; Hybrid; USD 70,000 - 100,000; Full time

Job summary

Foster Garvey PC in Seattle seeks a Legal Practice Assistant & Project Manager to support attorneys in the Investment Management group. The role blends high-level administrative support with project leadership, including workflow coordination, matter tracking, billing oversight, and process improvement.

This full-time, non-exempt position offers a hybrid schedule after 120 days, with remote work up to two days weekly as business needs allow.

Qualifications

• 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.

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.

Skills

Organizational skills

Attention to detail

Team collaboration

Proactive mindset

Judgment & decision making

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