Administrative Assistant

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.

This role is hybrid eligible, with on-site presence in our Boston office required at least two days per week. Specific on-site days will be determined by your supervisor. Core working hours are Monday—Friday 9:00am—5:00pmET.

Responsibilities:

• 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 accordane 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.

Qualifications:

• 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
• Associate’s degree

About Foley Hoag

Founded in 1943, Foley Hoag has established a lengthy record of success in the innovation industries of life sciences, health care, technology, energy/renewables and cannabis. Regardless of the intricacy of the matters, we provide clients with creative, strategic legal advice tailored to their specific goals.

Our people define us. From our offices in Boston, Washington DC, New York, Denver, and Paris, more than 350 lawyers and 260 professionals in business services exhibit authentic collegiality, genuine respect for each other, and the drive to deliver exceptional client service. Foley Hoag has received numerous honors and rankings including 21 national rankings and 41 regional rankings in Best Lawyers’ 2024 edition of the “Best Law Firms”

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 experiences that enrich our work and our world and seek to hire the best lawyers and business services professionals, regardless of religions, race, gender, or any other factor. We strive every day to ensure everyone at Foley Hoag feels valued through career development, affinity groups, mentorship programs, culture and community-building events and more. We offer a competitive compensation and benefits package, and a connected, challenging, professional, and fun place for you to thrive in the next chapter of your career. Visit our website to learn more about culture and opportunities at Foley Hoag LLP.

The compensation range is $53,000 to $66,000 commensurate with related experience and qualifications. 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.

Employment agencies and search firms: Search firm submissions are not requested nor considered for this position. We do not pay agency fees when speculative and unsolicited candidate profiles are submitted. Please be advised at this time we are not considering new agreements with search firms/agencies not currently on our preferred supplier list for Business Services Professionals recruitment