Legal Administrative Assistant at Foley Hoag LLP in Boston Office

Summary: Foley Hoag LLP is an award-winning international law firm focused on innovative industries and high-stakes litigation. They are seeking a Legal Administrative Assistant to provide essential administrative support to the Litigation Department, collaborating with legal professionals and ensuring efficient operations. Responsibilities: - Manage calendaring for assigned attorneys, including systematically creating and organizing appointments, proactively resolving scheduling conflicts, coordinating and booking in-person and virtual meetings, and prioritizing commitments to optimize workflow and time management - Serve as a primary point of contact for internal and external inquiries, exercising with professionalism and sound judgment; triage competing demands on attorneys' time in relation to overall priorities - Actively manage and organize email inboxes by ensuring timely and appropriate communication and flagging urgent matters - Coordinate and modify domestic and international travel arrangements as directed, and prepare accurate and timely expense reports - Initiate and coordinate urgent conflict checks in connection with new client and matter intake, ensuring compliance with firm procedures - Complete daily time entry diaries accurately and on schedule, ensuring all billable and non-billable time is properly captured - Prepare materials related to the firm's billing process in an efficient and timely manner, including reviewing and editing pre-bills as directed - Maintain familiarity with billing and client requirements related to billing, forecasting, and budgeting - Draft, prepare, revise, and process legal documents, correspondence, and memoranda using standard Microsoft Office products - Redline and edit legal briefs, pleadings, and other filings; prepare binders and organized reference materials for collective bargaining sessions, hearings, and other proceedings - Proofread all work products to ensure completeness and accuracy - Maintain organized paper and electronic files, and design and implement organizational systems where appropriate - Maintain the contact management system and manage contact communication processes for assigned attorneys - Become familiar and stay current with firm policies, legal procedures, matters, and clients relevant to the Litigation and Labor and Employment practices - Participate in firm-provided training programs and apply learned skills to daily work products - Operate with discretion, professionalism, and courtesy at all times, particularly when handling sensitive or confidential information - Photocopy and scan materials as needed, and perform additional office duties as requested Required Qualifications: - Excellent written and oral communication skills - Technological savvy - Interpersonal effectiveness - Outstanding attention to detail - Superb organizational skills - Ability to adjust priorities and problem solve in a fast-paced dynamic environment - Associates degree, technical certification in office/business administration or equivalent professional experience - Ability to work in a fast-paced environment and deliver work in efficient and timely fashion - Advanced Microsoft Office skills, including Microsoft Word, Excel and PowerPoint - 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 10 lbs Preferred Qualifications: - Experience in litigation practice - Experience in an administrative support capacity in legal or professional services - Familiarity with formatting legal pleadings, drafting simple correspondence, and prior experience proofreading correspondence, memoranda, and pleadings - Appreciation for Foley Hoag's values and commitment to diversity, equity, and inclusion Required Skills: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Legal document drafting, Proofreading, Litigation practice, Legal billing process, Calendar management, Travel coordination, Expense reporting, Interpersonal effectiveness Benefits: Competitive compensation and benefits package