Legal Administrative Assistant & Document Specialist

Boston Office;
New York Office;
Washington DC Office

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, 8:30 a.m. to 4:30 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.

This hybrid role requires a 70% in-office presence equating to at least three days a week with a fourth onsite day every other week.

Responsibilities

• Maintain advancedproficiencyof software used by the Firm:
  
  Microsoft 365 including Word, Excel, PowerPoint and Outlook,Zoom,Kofax Power PDF,and Literato produce high-volume, time sensitive legal documents.
• Type, edit, format, clean, revise, compare, redline, andfinalizelegal documents and correspondence, including contracts, agreements, summonses, complaints, motions, subpoenas, closing documents, and related materials, using Microsoft Word,Litera Compare,Litera Create, and Firm templates.
• Prepare, revise, compare, redline, andfinalizelegal documents using Microsoft Word,Litera Compare,Litera Create, and firm templates.
• Create, update, and troubleshoot tables of contents, tables of authorities, cross-references, bookmarks, hyperlinks, headers and footers, section breaks, page numbering, and complex numbering schemes.
• Combine Word, Excel, and PowerPoint content: prepare, print, and organize large Excel documents; and produce PowerPoint presentationsin accordance with
  
  Firm standards, including presentations that maycontainphotos, graphic art, tables, and animation.
• Create client-ready PDF files using Kofax Power PDF or Adobe Acrobat, including combining, formatting, organizing, and preparing documents for final distribution.
• Answer and respond to telephone requestsandinquiries in a professional manner.
• Maintain proficient knowledge of department hardware, including transcription equipment and Multi-Function Devices used to scan, fax, copy, and print.
• Process expense reports using
  
  Emburseand make diary entries for timekeepers as requested using Aderant Expert Time.
• Proofreadownwork and the work of others as requested, and conduct quality-control review of final work product forformatting consistency, completeness, accuracy, pagination, defined-term consistency, and compliance with Firm standards.
• Maintain organized and up-to-date filing systems as directed.
• Completehigh-volumeprinting,photocopyingand scanning requests.
• Handle complex billing, billingcorrespondenceand monthlyclientbilling.
• Provide assistance tolegal administrative assistants and lawyers in surroundingpracticeareas as needed and as time permits.
• Perform other related office duties as required.

Qualifications

• Bachelor’s degree or equivalent experience
• High levelof technical aptitude, including an ability to learnand adapt toevolving technology
• Advancedproficiencyin Microsoft 365 including Word, Excel,PowerPoint and Outlook
• Proficiencywithlegal technology and firm systems, including
  
  Visio,Kofax Power PDF, Inter Action,Emburse,Aderant Expert Time,Litera Products including
  
  Litera
  
  Compare,Litera Create, andMetadactandi
  
  Manageor a comparable document management system
• Strong document-production skills, includingproficiencywith
  
  Word Styles,headers andfooters,sectionand pagebreaks,pagenumbering,table of contents,tables of authorities, cross-references, and complex document formatting
• Proficiency with legal terminology and standard legal procedures
• Excellent attention to detail,accuracy,andproofreading skills
• Strong organizational, prioritization, and time-management skills, with the ability to manage a high-volume workload, work under pressure, and meet tight deadlines.
• Strong situational problem-solving skills and ability to work both independently and collaboratively in a team environment.
• Good verbal and written communication skills, both virtually and in person.
• Excellent administrative andclient-service skills.

Compensation range is $63,400 to $79,300 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.

About Foley Hoag

Founded in 1943, Foley Hoag has grown into an award- winning, international law firm that focuses on innovative industries and high-stakes litigation. From our offices in Boston, Washington DC, New York, Denver, and Paris, more than 300 lawyers and 300 professionals in business services exhibit authentic collegiality, genuine respect for each other, and the drive to deliver exceptional client service.

Since our founding, Foley Hoag has been a leader and catalyst for change in the legal industry and beyond. We value the diversity of perspectives and…