Legal Recruiting Onboarding and Operations Coordinator

Foley Hoag LLP; New York (NY); Hybrid; USD 70,000 - 87,000; Full time

Job summary

Foley Hoag LLP is seeking a Legal Recruiting Onboarding & On Operations Coordinator to manage the full onboarding lifecycle for incoming legal hires across multiple offices, ensuring a smooth transition and confidentiality.

The role requires hybrid in-office presence at least three days per week in Boston, New York City, Washington, D.C., or Denver, with primary duties spanning pre-onboarding, onboarding coordination, and ongoing team operations. Experience in law-firm recruiting is preferred.

Qualifications

• Minimum 3 years of law firm recruiting work experience preferred.
• Excellent oral and written communication skills.
• Strong interpersonal skills, team-orientation, and the ability to interact effectively with personnel at all levels of the firm.
• Strong organizational skills, superb attention to detail, and self-direction.
• Ability to multi-task, manage, and prioritize projects effectively.
• Flexibility and professionalism in responding to shifting demands.
• Ability to exercise good judgment and to recognize and treat confidential information in a professional manner.
• Proficiency in the use of computer programs, including Microsoft Office (Word, Excel, PowerPoint), and database programs (e.g. LawCruit, Flo, viDesktop, iManage).
• An appreciation for Foley Hoag's core values of excellence, service ethic, collegiality, and inclusivity.

Responsibilities

• Prepare and distribute offer documentation, onboarding packets, and new hire paperwork.
• Initiate, coordinate, and monitor conflicts checking to ensure clearance prior to start date.
• Verify bar admissions, good standing, and licensing status. Track pending admissions and related deadlines.
• Coordinate background check and start date with Human Resources.
• Serve as the primary point of contact for new hires from offer acceptance through the end of their first 90 days.
• Liaise with other Business Services teams to provide all necessary information for a timely and efficient onboarding for all new lateral attorney hires, including serving as primary point of contact on background and conflicts checks, Orientation scheduling, IT and office needs, relocation expenses, bar admission needs, etc.
• Arrange introductions and schedule meetings with practice group leaders, firm leadership, mentors, assistants, and key administrative contacts.
• Facilitate the transition of client files and matters for lateral attorneys, in coordination with the Conflicts, Records, and General Counsel functions.
• Support summer associate and incoming first-year associate programs, including orientation logistics.
• Coordinate orientation logistics across offices, including reserving conference rooms and arranging travel for new hires attending orientation in another office.
• Coordinate partner integration check-ins and new partner welcome gifts and related logistics.

Skills

Oral and written communication

Interpersonal skills

Organizational skills

Multi-tasking

Confidentiality

Microsoft Office

iManage

LawCruit

Flo

ViDesktop

Attention to detail

Teamwork

Tools

LawCruit

Flo

viDesktop

iManage

Microsoft Office

Job description

The Legal Recruiting Onboarding & Operations Coordinator manages the full onboarding lifecycle for incoming legal hires including lateral partners, counsel, associates, technology specialists and patent agents. This role ensures a smooth and engaging transition for new hires entering the firm by working cross-functionally with business services and practice support teams. This role will also support the operational needs of the Legal Recruiting team, including logistical and administrative tasks. The Legal Recruiting Onboarding & Operations Coordinator must demonstrate sound judgment, ensure confidentiality, and maintain a professional demeanor in all interactions with all internal and external contacts.

This hybrid role requires in-office presence in our Boston, New York City, Washington, D.C. or Denver office at least three days per week to foster collaboration and connection. The onsite expectation is Tuesday, Wednesday and Thursday of each week.

Responsibilities

Pre-Onboarding and Compliance

• Prepare and distribute offer documentation, onboarding packets, and new hire paperwork.
• Initiate, coordinate, and monitor conflicts checking to ensure clearance prior to start date.
• Verify bar admissions, good standing, and licensing status. Track pending admissions and related deadlines.
• Coordinate background check and start date with Human Resources.

Onboarding Coordination

• Serve as the primary point of contact for new hires from offer acceptance through the end of their first 90 days.
• Liaise with other Business Services teams to provide all necessary information for a timely and efficient onboarding for all new lateral attorney hires, including serving as primary point of contact on background and conflicts checks, Orientation scheduling, IT and office needs, relocation expenses, bar admission needs, etc.
• Arrange introductions and schedule meetings with practice group leaders, firm leadership, mentors, assistants, and key administrative contacts.
• Facilitate the transition of client files and matters for lateral attorneys, in coordination with the Conflicts, Records, and General Counsel functions.
• Support summer associate and incoming first-year associate programs, including orientation logistics.
• Coordinate orientation logistics across offices, including reserving conference rooms and arranging travel for new hires attending orientation in another office.
• Coordinate partner integration check-ins and new partner welcome gifts and related logistics.

Operational and Administrative Coordination

• Continuously evaluate processes within the Legal Recruiting team to determine opportunities for enhancement, improvement, or efficiencies, and develop strategy for new processes or initiatives within the team and in collaboration with other Business Services teams.
• Coordinate with Legal Recruiting team members to ensure accurate data entry and compliance with all data management requests.
• Review and maintain Legal Recruiting iManage workspaces and foleyNET page to ensure consistency, organization and accuracy in recordkeeping and communication.
• Serve as department's primary liaison for all applicant tracking system usage and updates; provide credentials to new users and schedule trainings as needed.
• Collaborate with the CGLRO to develop, implement and track annual recruiting budget.
• Process and reconcile AMEX expense reports for the Legal Recruiting team. Monitor Legal Recruiting team organizational memberships including registration and communications with organizations such as NALP, MALRA, NYCRA, etc.
• Manage search firm agreements and monitor preferred headhunter relationships with the CGLRO, including creating and distributing fee agreements and maintaining an accurate, current agency fee agreement tracker that reflects active recruiting partners.
• Manage completion of surveys, awards/rankings, external profiles (e.g. Vault, AmLaw, etc.).
• Assist in coordinating Legal Recruiting team meetings including preparing and communicating agendas/materials and executing on action items.
• Partner with peer Business Services departments (Professional Development, DEI, HR, Finance, IT, etc.) to coordinate initiatives and support business strategy for the Legal Recruiting Team.
• Support the team in managing special projects.
• Other duties as assigned.

Qualifications

• Minimum 3 years of law firm recruiting work experience preferred.
• Excellent oral and written communication skills.
• Strong interpersonal skills, team-orientation, and the ability to interact effectively with personnel at all levels of the firm.
• Strong organizational skills, superb attention to detail, and self-direction.
• Ability to multi-task, manage, and prioritize projects effectively.
• Flexibility and professionalism in responding to shifting demands.
• Ability to exercise good judgment and to recognize and treat confidential information in a professional manner.
• Proficiency in the use of computer programs, including Microsoft Office (Word, Excel, PowerPoint), and database programs (e.g. LawCruit, Flo, viDesktop, iManage).
• An appreciation for Foley Hoag's core values of excellence, service ethic, collegiality, and inclusivity.

Compensation range is $69,700 to $87,200 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.

Search firm submissions are not requested nor considered for this position.