Legal Administrative Assistant – Floater – NY

July 12, 2022

Offices

The New York office of Foley Hoag LLP seeks an experienced Legal Administrative Assistant (“LAA”) for an unassigned “Floater” position.  Floaters provide coverage for long-term absences (primarily) and short-term absences (less frequently) as well as overflow/back-up support for their colleagues, lawyers and business services professionals in all departments.  This position is ideal for an experienced legal administrative professional with a top-notch skill set and a focus on quality and client services.

Summary:

The Floater will provide a broad range of legal administrative support to lawyers, technology specialists, health policy specialists, paralegals and/or business professionals in all departments.  This position reports directly to the Office Administrator New York.



Responsibilities

  • Draft, prepare, format, proofread and/or revise documents including complex legal documents, correspondence, memoranda and pleadings
  • Format presentation materials using PowerPoint
  • Work in iManage Document Management System or similar product for filing and retrieving electronic documents
  • Complete daily diaries (timekeeping entries) in an efficient, accurate and timely manner
  • Complete new client matter opening process
  • Handle incoming and outgoing telephone calls and emails to and from clients or client-related representatives, as well as Foley personnel, in a professional manner
  • Handle simple and complex billing and billing correspondence for partner’s practice, including attention to client billing guidelines, review and editing of pro formas, use of firm’s billing software, and compliance with firm’s billing practices, rules, and deadlines
  • Maintain busy calendars, including the scheduling and re-scheduling of appointments and large-scale meetings as needed using Microsoft Outlook and Rendezvous
  • Make and modify complex travel arrangements (including international) as directed
  • Maintain current familiarity with legal procedures of various practice area(s) including litigation, real estate and corporate
  • Ability to use MFDs (Multi-Functional Devices) to photocopy, scan and print documents
  • Assist with records management including creation of records labels, filing and electronic storage and tracking of documents
  • Assist with integration of incoming lawyers
  • Remain current on familiarity with Firm policies and procedures
  • Be discreet and diplomatic at all times, particularly with sensitive or confidential information
  • Present a professional and positive approach within the Firm as well as with outside contacts
  • Assist LAAs and Document Production colleagues as requested and as time permits
  • Update client relationship management system to ensure client information is up to date and accurate
  • Attend all essential training programs as requested by the New York Office Administrator,  Human Resources Manager or the firm, and apply learned skills to work products
  • Perform other tasks as assigned, while demonstrating a positive approach to work

Requirements

Required Experience:

  • Minimum 2-5 years of related experience in a large law firm (preferably supporting partners)
  • Past experience in billing professional services, including familiarity with client billing guidelines
  • Experience with Aderant is a plus
  • Advanced Microsoft Office skills, including Word, Excel, PowerPoint and Outlook
  • Proficiency in PDF software such as Kofax/Nuance or Adobe, Zoom and Redline software
  • Strong attention to detail and strong organizational skills
  • Ability to interact pleasantly and professionally with people at all levels
  • Must be a team player yet capable of working independently in a fast-paced environment
  • Bachelor’s Degree, or equivalent experience
  • Must have a high level of computer aptitude and a willingness to learn new processes and products as they emerge

Other Requirements:

  • Flexibility to work outside standard business hours as needed
  • Ability to commute to and from work office location on regular basis
  • Ability to lift and transport up to 10 lbs.
  • Ability to accomplish paper document filing timely, accurately and efficiently

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.