Administrative Assistant – Information Technology Department

August 17, 2021

Offices

The Administrative Assistant (“Assistant”) coordinates day-to-day operational and administrative activities of the Director of Information Technology (“Director”) and other members of the department’s management team. This role serves as the face of the department to internal and external client audiences.

Responsibilities

  • Organizes and prioritizes incoming flow of administrative work (actions items, due dates, etc).
  • Manages Director’s calendar; keep Director apprised of high visibility upcoming meetings or upcoming deadlines; assists Director in preparing for meetings (e.g. agenda, pre-read materials, etc).
  • Organizes and schedules IT management and departmental meetings and offsite events.
  • Coordinates travel arrangements, and processes expense reports.
  • Captures minutes and action items from IT management team meetings and tracks/reports on progress and following-ups.
  • Processes IT department invoices and serve as contact between the department and A/P. Track and follow up on payment as needed.
  • Assists in ordering of supplies, participates and facilitates contract or subscription renewals, obtaining quotes from vendors, and assisting in managing license counts for software used throughout the firm.
  • Receives incoming calls, screens and directs calls and visitors.
  • Prepares correspondence, reports, coordinating preparation of presentations, agendas, notes and materials for meetings as needed.
  • Assists with budget reports and projects as needed.
  • Maintains highly confidential information including contracts, business plans, legal actions, etc.
  • Maintains an organized and up-to-date filing system.
  • Maintains clear communication with Director on a regular basis and provides updates as needed.
  • Frequently interacts with executive leaders involving a high level of diplomacy, discretion and thorough knowledge of departmental operations. Initiates and manages follow-up actions as needed.
  • Generates and drives department-wide communications at direction of the Director to create engagement and free flow of information/successes/etc.
  • Acts effectively in situations in which there are no established procedures.
  • Completes registration and travel arrangements for IT staff who attend training, conferences, seminars and who visit other offices as requested.
  • Performs other work-related duties as assigned.


Requirements

  • Minimum High School Degree or equivalent required with a Bachelor’s Degree preferred.
  • 5+ years of experience as a Coordinator or Assistant, supporting a Technology executive in a law firm or professional services environment
  • Demonstrated prior experience in communicating with executive leadership teams
  • Top-level professional writing and excellent oral communication skills required
  • Extreme attention to detail (spelling, formatting, consistency, following processes)
  • Self-motivated, highly organized and effective individual
  • A master collaborator and team player
  • Ability to convey content in a concise manner
  • Ability to operate through a sphere of influence
  • Ability to take immediate, effective action in high-pressure situations
  • Ability to exercise sound judgment and discretion in handling confidential information and development of material
  • Superb judgement regarding priority setting, progress follow-up and adherence to deadlines
  • Knowledge of and experience applying project management techniques
  • Ability to effective manage competing priorities and consistently meet deadlines
  • Expert in Microsoft Office

Other

  • Flexible to work outside standard business hours
  • Ability to lift and carry 15 lbs

How to Apply

Please click here to apply now.

At Foley Hoag, we welcome, develop, and celebrate talented and diverse individuals in an innovative, mutually respectful, and intellectually rigorous community, and bring unique perspectives to collaborative teams that deliver exceptional advice and craft bespoke legal solutions for our clients and our world. 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. We value each person for their talents, expertise, experience, and perspective.