Administrative Support Specialist
3 days ago
We are a leading law firm where professionals strive to achieve the highest standards of performance and success. The Practice Assistant provides high-quality administrative support to a team of lawyers and professionals in a fast-paced environment to effectively meet client needs.
Key Responsibilities:
Create, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations.
Draft routine correspondence, forms, and other documents under the supervision of a lawyer or professional.
Answer telephone calls and respond to routine questions from clients and staff members, or route calls to the appropriate lawyer or staff member.
Assist with managing lawyer's calendar by scheduling appointments, depositions, meetings, hearings, and closings.
Schedule domestic and foreign travel through the firm's travel system, including flights, hotels, and car rentals.
Track, organize, and process reimbursements, invoices, and check requests.
Run conflict checks, open new client matters, and draft engagement letters and other required documents, providing guidance to lawyers to ensure completed forms are submitted properly.
Open, prioritize, and distribute mail, coordinate mailings, deliveries, copying, and courthouse filings as needed.
Enter and manage work requests from lawyers in the workflow tool and complete tasks according to provided deadlines.
Perform routine filing, photocopying, scanning, compiling, and distributing of documents, identifying and coordinating available services provided by administrative departments such as office services, IT, word processing, accounting, billing, and records.
Operate independently to ensure complex assignments are completed accurately and on time, producing a high volume of work in a timely manner.
Perform clerical duties for non-legal departments as needed.
Qualifications:
4-5 years of experience supporting lawyers and paralegals with administrative or client-related tasks.
Advanced knowledge of Microsoft Office Suite.
Experience with Worksite/Filesite document management system.
Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
Ability to work in a fast-paced environment, coordinating multiple competing tasks and demands.
Superb attention to detail, grammar, and punctuation, with the ability to articulate thoughts and effectively present new ideas and findings.
Experience with submitting application packets with proper government agency, including labor certification applications, and various business immigration filings with both consular posts and USCIS (e.g., E, L, TN, Adjustment of Status, Immigrant Visa).
Ability to manage immigration projects by using appropriate materials to set up new clients in immigration software.
Experience with preparing USCIS submissions, ensuring sufficient copies and scans of all materials submitted.
Understanding of maintaining the Request for Evidence (RFE) list and updating it as RFEs are received and responses are submitted.
Familiarity with immigration terminology and procedures.
Minimum Education:
Bachelor's Degree
Benefits:
We strive to promote a work environment where individuals have access to resources to be at their best both professionally and personally, including resources for health and well-being.
Below are some of the benefits we offer:Generous paid time off; eleven paid holidays per year; time off for bereavement or jury duty; paid leave for new parents; comprehensive medical (PPO and HDHPs), dental, and vision plans, including coverage for domestic partners; life and AD&D insurance; short and long-term disability insurance; tax-advantaged accounts for health care expenses, including FSA or HSA; FSA for dependent care; supplemental AFLAC policies for medical care; excess liability coverage; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; pre-tax transit and parking program; backup care for children and adults; senior care planning support; and resources for individuals with developmental disabilities and their caregivers.
Benefits may vary by position and office.Holland & Knight is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer, making decisions without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, protected veteran status, or any other protected class.
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