Immigration Law Support Specialist

4 weeks ago

Parsippany, New Jersey, United States The Rockridge Group Full time
Job Summary

We are seeking a highly organized and proactive Legal Administrative Assistant to support a heavy volume of work for an Immigration Law Partner and a Corporate Compliance Partner at our mid-sized law firm. The successful candidate will play a crucial role in providing administrative and operational support to ensure the efficient functioning of the matter execution process.

Key Responsibilities
  • Client Communication: Act as a primary point of contact between clients and the Immigration Law Partner, ensuring prompt and professional communication, scheduling appointments, and managing client inquiries.
  • Document Drafting: Assist in drafting, proofreading, and formatting legal documents, such as immigration petitions, visa applications, and client correspondences.
  • Document Management: Prepare and organize case documentation for submission to government agencies. Organize and maintain electronic and physical case files, including integral original documents and applications.
  • Calendar Management: Manage the Immigration Law Partner's calendar, schedule appointments, meetings, and court appearances, and provide timely reminders for upcoming deadlines.
  • Client Billing: Assist with the preparation of client invoices, track billable hours, and maintain accurate records of expenses and billings. Frequent communication with senior leaders regarding invoices and payments, including outstanding receivables
  • Administrative Support: Handle general administrative tasks, including answering phone calls, filing, scanning, and photocopying documents. Maintain office supplies and ensure a tidy workspace.
  • Travel Arrangements: Make travel arrangements, including booking flights, hotels, and transportation for the Immigration Law Partner when necessary.
  • Client Intake: Assist with new client intake by collecting necessary information, filling out forms, and providing clients with an understanding of the legal process.
  • Database Management: Maintain and update the client database, ensuring the accuracy and confidentiality of client information.
Requirements
  • High school diploma or equivalent (Associate's or Bachelor's degree in Legal Studies or related field preferred).
  • Previous administrative or legal assistant experience, preferably in an immigration law setting.
  • Knowledge of immigration law procedures, forms, and documentation is a plus.
  • Strong written and verbal communication skills.
  • Proficiency in using Microsoft Office Suite and legal software.
  • Exceptional organizational skills and attention to detail.
  • Ability to prioritize tasks, manage time effectively, and meet deadlines.
  • Professional demeanor and the ability to maintain confidentiality.
  • Excellent interpersonal skills and a customer-service-oriented attitude.

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