Legal Administrative Assistant

The Boston office of Foley Hoag LLP seeks a Legal Administrative Assistant to provide administrative support to lawyers and legal staff of the Intellectual Property Litigation practice, which focuses on helping companies to develop and protect their intellectual property assets through trademark, trade dress and copyright prosecution and enforcement, including litigation. The ideal candidate for this role will bring prior relevant administrative experience, superb attention to detail, and thrive in a highly collaborative team culture.  

Responsibilities 

• Proactively provide assistance to other Legal Administrative Assistants and other colleagues as needed 
• Provide quality, timely work product 
• Type, prepare, revise and process correspondence, memoranda, PowerPoint presentations and occasional court documents 
• Proofread all work products to ensure they are complete and accurate 
• Prepare all materials related to the firm’s billing process in an efficient, timely manner 
• Interact within the firm and with outside contacts with a professional and positive demeanor; handle incoming and outgoing telephone calls to and from clients, client-related representatives, and firm personnel in a professional manner 
• Develop familiarity with matters needed to recognize client names and know who else is working on each matter to ensure timely responses back to a client 
• Complete timekeeper records to meet firm deadlines 
• Maintain organized paper and electronic files; design and implement organizational systems where appropriate 
• Make travel arrangements 
• Prepare expense reports 
• Maintain busy calendar, including the scheduling and re-scheduling of appointments and large-scale meetings as needed 
• Update contact management system and manage contact communication processes 
• Photocopy, scan materials 
• Become familiar and maintain familiarity with legal procedures of intellectual property 
• Participate in firm provided training programs and apply learned skills to work products 
• Maintain a neat, clean work area 
• Perform other related office duties as requested 

Qualifications  

• Prior relevant administrative experience; prior exposure to law firm environment a plus but not required  
• Excellent typing skills with high level of accuracy 
• Advanced Microsoft Office skills including Microsoft Word, Excel and PowerPoint, and standard PDF functionalities and tools 
• Proficiency with Aderant, Elite or similar billing system preferred 
• Experience with Inter-Action or other Contact Management System software a plus 
• Basic computational skills necessary to review and process bills  
• Strong attention to detail and organizational skills 
• Demonstrated ability to interact pleasantly and professionally with people at all levels 
• Must be a team player capable of working independently in a fast-paced environment 
• Strong discretion and judgment 
• Curiosity; willingness to learn and use new skills and systems; resourcefulness and commitment to tracking down answers when they are not immediately apparent 
• Investment in team success; willingness to take ownership of projects, discern what is needed, and take the initiative to make it happen 
• Flexibility to work outside standard business hours as needed 
• Ability to commute to and work from office location on regular basis 
• Ability to lift and carry up to 10 lbs 

Compensation range is $64,000 to $95,000 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. 

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.