Administrative Assistant - DEI

Foley Hoag seeks a highly organized, detail-driven Administrative Assistant to join the DEI team in our New York office. In this role, you’ll provide essential support across a wide range of DEI programs and initiatives: coordinating meetings and events, managing schedules, preparing materials, and handling day-to-day administrative operations with accuracy. The Administrative Assistant will be a motivated self-starter who notices the details, follows through, and exercises sound judgment. The ideal candidate will bring strong administrative skills and a proactive mindset. This hybrid role requires in-office presence in our New York office at least three days per week to foster collaboration and connection. The onsite expectation is Tuesday, Wednesday and Thursday of each week.

Responsibilities 

• Assist with organizing meetings, including scheduling, sending reminders, organizing catering when necessary, securing room reservations, and coordinating A/V support. 
• Create and control slideshows and record minutes for DEI team meetings. 
• Oversee the processing of paperwork related to external DEI sponsorships, training, and conferences. 
• Order and purchase supplies and branded materials as needed.  
• Handle other administrative duties for the team, including processing of event/travel expenses and invoices, filing, and record-keeping. 
• Prepare reports by collecting and analyzing information. 
• Manage the Director’s calendar, including making appointments. 
• Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements. 
• Maintain and update internal site information for the DEI team. 
• Research DEI best practices to keep firm practices current. 
• Perform other duties as assigned or requested by the DEI Director and/or members of the team. 
• Maintain professionalism and strict confidentiality with all materials and exercise discretion. 

Qualifications 

• At least one year of law firm or professional services administrative experience preferred. 
• Strong organizational skills, superb attention to detail, and self-direction. 
• Ability to multi-task, manage, and prioritize projects effectively. 
• Proficiency in Microsoft Office (Word, Excel, PowerPoint). 
• Proficiency in leveraging AI tools and technologies to enhance efficiency and work product. 
• Skill with design tools such as Canva to develop visually compelling presentations, marketing materials, and other professional graphics 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. 
• Flexibility and professionalism in responding to shifting demands. 
• Ability to exercise good judgment and to recognize and treat confidential information in a professional manner. 
• Bachelor’s degree preferred; equivalent professional work experience considered. 

Compensation range is $67,600 to $72,100 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.