Legal Practice Assistant & Project Manager

Job Description

Job Description

Foster Garvey PC, one of the Pacific Northwest’s leading law firms, is seeking a Legal Practice Assistant & Project Manager to support attorneys in our nationally recognized Investment Management group.

This role is intentionally structured as a hybrid between high-level administrative support and operational/project management leadership. The successful candidate will not only manage executive and legal administrative tasks, but also play a central role in workflow coordination, matter tracking, billing oversight, and process optimization for some of the top Investment Management practitioners in the country.

This is a highly visible, fast-paced position that requires exceptional organization, judgment, and initiative.

This is a full-time non-exempt position, Monday through Friday, based in our Seattle Office. Occasional overtime may be necessary to accommodate client needs. This position is eligible for a hybrid work arrangement after 120 days of working in the office, with the ability to work remotely up to two days per week, subject to business needs.

Responsibilities:

Matter & Deal Management:

• Run conflict checks and open new client matter numbers

• Track status of deals and legal matters, ensuring seamless coordination across attorneys and clients

• Proactively manage deadlines and deliverables to ensure timely completion of work product

• Coordinate assignment of tasks and monitor progress across active matters

• Compile and organize executed documents for closings

• Maintain and update project management and tracking systems

Client & Document Management:

• Prepare initial investment overviews for attorney review

• Proofread and edit legal documents such as subscription booklets, signature packets, and comment memoranda for attorney review

• Conduct basic research as needed

• Manage document repositories, file materials according to firm protocols, and retrieve precedent documents

• Coordinate client communications and correspondence with opposing counsel

• Track client contracts, including monitoring expiration dates and rate changes

Billing & Financial Oversight:

• Review and edit 60-100 invoices per month for accuracy, clarity, and compliance with client expectations

• Coordinate billing processes with the Accounting team and provide status updates to attorneys

• Review and release attorneys’ daily time entries

• Process reimbursement requests and assist with expense tracking

Executive & Administrative Support:

• Manage attorney schedules and calendars

• Coordinate external meetings and conference calls

• Track attorney Continuing Legal Education credits and bar memberships

• Arrange travel and preparation for industry conferences

• Support attorneys with expense reports, printing, mail, and other administrative needs

• Assist firm leadership with executive-level initiatives and internal committee engagements

• Support attorneys in involvement with bar associations, professional organizations, mentorship programs, and other community or industry commitments as needed

Business Development & Marketing Support:

• Manage client bid and RFP processes

• Collaborate with the marketing team to develop articles, posts, award nominations, and related materials

• Monitor and summarize relevant industry news and client public reports

Team & Operational Support:

• Collaborate with Accounting, Document Processing, Help Desk, Recruiting, Conflicts, and other departments to ensure smooth workflow

• Maintain internal organizational systems and training materials

• Assist with onboarding and training of new team members

• Coordinate internal Investment Management team events

• Support meetings and events for attorney committees and firm groups

• Other duties and projects as assigned

Job Requirements:

Skills:

• Strong organizational skills with the ability to manage multiple concurrent projects

• Exceptional attention to detail

• Collaborative, team-oriented approach

• Proactive, self-starting mindset with the ability to anticipate needs and follow through

• Sound judgment and decision-making skills

• Ability to meet deadlines in a fast-paced legal environment

• Excellent written and verbal communication skills

• Strong interpersonal skills and professional demeanor

• Commitment to outstanding client service

• Ability to clearly present accurate information and respond effectively to attorneys, clients, and internal stakeholders

• Maintains timely return of calls and emails

• High level of discretion and ability to maintain confidentiality

• Strong overall computer proficiency in a Windows-based environment, including advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat

• Comfort with document management systems and project tracking tools

• General knowledge of finance and corporate legal terminology

Education and Experience:

• Bachelor’s degree required

• Minimum of 3 (three) years of experience in an administrative role supporting upper management or senior professionals

• Prior experience in a law firm or professional services environment strongly preferred

Preferred Skills and Qualifications:

• Experience overseeing budgets and expenses

• Experience improving or developing internal processes and filing systems

• Advanced knowledge of finance and corporate legal terminology

• Experience in a corporate or investment management legal practice

Perks:

• In-person and virtual training opportunities

• Collaboration across all Foster Garvey offices

• Workplace Wellness Program and more!

Salary Range:

The pay range for this position is $65,000-$85,000 annually; however, actual pay may vary depending on the candidate's education, training, experience, and other job-related factors permitted by law.

Other Compensation and Benefits:

Foster Garvey offers a competitive compensation and benefits package** including, but not limited to, the following:

• Medical, dental, and vision insurance

• 401(k) retirement plan, match, and profit-sharing

• Commuter allowance

• Paid time off plus paid holidays throughout the calendar year

• Disability and life insurance

• Parental leave

• Community service leave

• Annual discretionary bonus and more!

**The provision of benefits is contingent on an employee's ability to meet the eligibility requirements for the various types of benefits as outlined in the benefit plan documents and Firm policies.

Pre-Employment Screening:

Any job offer will be contingent upon successful completion of a pre-employment background screening.

TO APPLY for this position visit and complete the online application. Please include your resume and a cover letter with salary requirements.

We look forward to hearing from you!

Foster Garvey PC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital status, military or veteran status, disability, sexual orientation, gender expression or identity, genetic information, or any other basis prohibited by federal, state, or local law.