Business Operations Assistant

The Business Operations Assistant plays a critical role as the initial point of contact for all guests and employees entering our Boston office. This position is responsible for greeting our clients and guests and making them feel comfortable and welcome, serving as the on-site liaison for our conference facilities, and answering and directing incoming telephone calls to the appropriate attorneys and staff.  Additionally, this role serves as the administrative assistant for the Operations Department, while also serving in the same capacity for other Business Services teams, as needed. 

The schedule for this full-time position is 7:30AM to 4:00PM Monday through Friday onsite in our Boston Office. 

 Responsibilities

Client & Guest Services 

• Greet clients and guests and make them feel welcome while waiting in the reception area, offering water, coffee, etc. 
• Play an active role in conference room bookings and confirmations in our event management system. 
• Run QC and QA of catering orders, both at the booking stage, and prior to large events 
• Assist with large reservations and sign-ins, as needed 
• Submit all visitor names into the building security system 
• Oversee the loaner access cards program and ensure that the access cards are returned in a timely manner 
• Answer the main telephone line in a cheerful, professional manner and direct the calls appropriately 
• Validate parking for visitors to the firm and track client information for billing 
• Post daily visitor information by e-mail and on intranet 

Administrative Assistant  

• Provide general administrative assistance for the  Operations department including but not limited to meeting management, calendaring, document edits, expense reimbursements, and AMEX balancing 
• Process department invoices in Chrome River 
• Assist with various conference services and operational projects as-needed 
• Assist with contract review process management 
• Opportunities to assist other Business Services teams with various projects 
  • Human Resources 
    • Process and reconcile HR general monthly invoices and AMEX reconciliation 
    • Send out weekly firm-wide communications related to new hires and departures 
    • Assist in the coordination of firm sponsored social events 
    • Scheduling new hire meetings via Outlook 
  • Lateral Recruiting 
    • Process department invoices in Chrome River 
    • Coordinate with department vendors regarding the hiring of Summer Associates 
  • Finance 
    • Provide general administrative assistance for the Director of Finance including but not limited to meeting management, calendaring, and travel 
    • Record vendor payments, process outstanding invoices, monitor payment statuses 
    • Assist Billing and AP teams by fielding first-level support questions regarding outstanding invoices, payments, etc. 
    • Enter vendor information, generate invoices based on service records, and ensure accuracy of billing details 

Qualifications

• High school diploma, or equivalent 
• World class customer service 
• Excellent verbal communication skills in person and on the telephone 
• Ability to diffuse conflicts and resolve service issues 
• Ability to work effectively with people at all organizational levels of the firm 
• Ability to handle confidential information with discretion 
• Ability to leverage standard business technology including PC applications, such as MS Office, Rendezvous, Teams, etc. 
• An appreciation for Foley Hoag’s values and commitment to diversity, equity, and inclusion 
• Flexibility to work overtime  
• Ability to lift and carry 10 lbs 

Compensation range is $58,000 to $70,000 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.

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 BusinessServicesRecruiting@foleyhoag.com. 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.