Legal Administrative Assistant/Document Specialist

April 26, 2022

Offices

The LAA/Document Specialist is a hybrid role.  The Specialist is responsible for producing consistently high quality documents, and providing world class administrative support services to internal and external clients. 

This is a Monday through Friday, 8:00 a.m. to 4:00 p.m. ET shift with the possibility of night and weekend OT.  The Specialist may provide back-up administrative support to assigned LAAs as needed.



Responsibilities

  • Maintain advanced proficiency of software used by the Firm:Microsoft Office 2016 Suite including Word, Excel, PowerPoint and Outlook, Zoom, Winscribe, Kofax (formerly known as Nuance), Adobe Professional and Change-Pro to produce high-volume, time sensitive legal documents.
  • Type, edit, format and clean legal documents and correspondence such as contracts, agreements, summons, complaints, motions, subpoenas, closing documents, etc.
  • Combine Word, Excel, and PowerPoint content.
  • Prepare, print and organize large Excel documents as well as producing PowerPoint presentations in accordance with firm standards that may include photos, graphic art, tables and animation.
  • Create client- ready PDF files using Kofax (formerly known as Nuance) or Adobe Acrobat.
  • Answer and respond to telephone requests/inquiries in a professional manner.
  • Maintain proficient knowledge of hardware used within the department (i.e., transcription equipment, Multi-Function Devices (MFDs) which are used to Scan, Fax, Copy and Print).
  • Maintain an expertise in databases used by the Firm (i.e., iManage, InterAction, etc.)
  • Process expense reports using Chrome River.
  • Make diary entries for timekeepers as requested using Aderant Expert Time.
  • Proof your own work to ensure accuracy and completeness and proof work of others as requested.
  • Maintain contacts in Outlook and InterAction as requested.
  • Maintain organized and up-to-date filing systems as directed.
  • Complete high volume printing, photocopying and scanning requests.
  • Handle complex billing, billing correspondence and client monthly billing.
  • Provide assistance to legal administrative assistants and lawyers in surrounding areas as needed and as time permits.
  • Perform other related office duties as required.

Requirements

  • Bachelor’s degree or equivalent
  • High level of technical aptitude and an ability to learn evolving technology
  • Expert level in Microsoft Office 2016 Suite including Word, Excel, PowerPoint and Outlook
  • Proficiency with Visio, Kofax/Nuance/Acrobat, Interaction, Chrome River, Aderant Time Entry, Litera Products including Innova, Change-Pro Premier, Metadact
  • Proficiency with iManage or a comparable document management system
  • Competency using Word Styles, Headers and Footers, Section/Page Breaks, Page Numbering, Table of Contents and Table of Authorities
  • Proficiency with legal terminology and standard legal procedures
  • High attention to detail and accuracy
  • Learns new material quickly; adapts well to change
  • Possesses situational problem-solving skills
  • Works well independently and in a team environment
  • Ability to work under pressure and meet tight deadlines
  • Good verbal and written communication skills, both virtually and in person
  • Excellent administrative skills including to include strong organizational and prioritization
  • Displays a sense of urgency with the workload
  • Excellent client service skills
  • Strong database and Internet research skills

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.