About the Role
We are seeking a detail-oriented and highly organized Administrative Assistant to support our immigration law practice. This role is critical to ensuring smooth daily operations, accurate case preparation, and professional client communications. The ideal candidate is tech-savvy, process-driven, and comfortable working with multiple systems while following established legal procedures.
Primary Responsibilities
Calendar & Administrative Management
- Manage and coordinate Microsoft Calendar and Google Calendar systems
- Apply firm calendar rules and scheduling conventions consistently
- Monitor daily workflows to support attorney productivity and deadlines
Client Communications & Documentation
- Customize attorney-approved templates with client-specific information
- Use AI tools (with provided prompts) to generate client correspondence per attorney instructions
- Answer incoming phone calls professionally using established scripts
- Retrieve and route Dialpad messages to the legal team with appropriate context
- Sort incoming mail and file documents into designated client electronic folders
Case Preparation & Document Management
- Use Adobe Acrobat to package immigration applications, including tabbing and document organization
- Prepare filings for submission to government agencies, ensuring proper formatting and completeness
- Review and prepare immigration forms with high accuracy and attention to detail
- Upload attorney research into AI systems to assist with legal document production
- Ensure all work complies with firm Standard Operating Procedures (SOPs)
Technical Skills
- Strong proficiency in Microsoft Office, especially Microsoft Teams
- Experience with Google Workspace (Gmail, Calendar, Drive)
- Working knowledge of Adobe Acrobat for document preparation
- Comfortable learning and using AI tools with provided guidance
Professional Competencies
- Exceptional attention to detail, particularly with data entry and document accuracy
- Ability to follow written and verbal instructions precisely
- Strong organizational and time-management skills
- Fast learner who adapts quickly to new systems and procedures
- High level of professionalism and commitment to confidentiality
Preferred Qualifications
- Prior experience in a law office or legal support role
- Familiarity with immigration law procedures and forms
- Experience with legal practice management software
