Administrative Assistant (Patent Practice Group)

April 4, 2022


Foley Hoag LLP seeks an Administrative Assistant to support the patent practice group on billing and other administrative tasks. This role requires the ability to provide support across our patent specific systems and our firm-wide billing system. The main responsibilities of this role are opening new clients and new matters for existing clients, ensuring that our billing system captures client specific reference numbers and resolving data discrepancies across our billing and patent specific systems. This position also includes entering diary time, submitting expense reports and assisting with patent data entry and review projects as well as general office administrative duties as assigned. The Administrative Assistant must be available to work overtime when required to meet the demands of this position.


  • Opening new client and new matters for existing clients in our conflicts check system
  • Ensuring each patent case has a patent case number, a billing number and a client reference number (where applicable).  Resolving any discrepancies between these fields to ensure billing continuity. Providing client reference number for billing matters as they become available, following up and following through where necessary.
  • Diary time entry for partners, ensuring that all time, costs and expenses are entered in accordance with the firm standards.
  • Submitting and tracking attorney expense reports.
  • Assisting with booking recurring meetings as needed.
  • Providing administrative and/or project based support to the Patent Administration Team as needed.


  • 2+ years of office experience, established knowledge of Microsoft Word and Excel
  • Prior experience with billing related systems preferred
  • Attention to detail, ability to detect and resolve data discrepancies across systems
  • Professional manner
  • Ability to demonstrate discretion when necessary
  • Must work well independently as well as a contributing member of a hardworking team
  • Work effectively under stressful time-sensitive conditions
  • Strong organization/ prioritization skills
  • Conscientious, strong work ethics
  • Ability to multi-task
  • Associates Degree

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.