Job Summary
The Immigration Practice Assistant provides comprehensive administrative and operational support to attorneys and legal professionals within an immigration practice group. This role is responsible for managing client correspondence and documentation, coordinating calendars and travel arrangements, and maintaining accurate electronic and physical records to ensure efficient workflow and exceptional client service. The position plays a critical role in supporting immigration case management activities, facilitating communication with internal and external stakeholders, and ensuring timely completion of administrative tasks in a fast-paced legal environment.
Key Responsibilities
- Prepare, edit, format, and distribute client correspondence, legal documents, and administrative materials.
- Open new client and matter files using firm-approved case management and document management systems.
- Maintain accurate paper and electronic files, including email correspondence and client records.
- Manage attorney and team calendars, schedule meetings, appointments, conference calls, and video conferences.
- Coordinate domestic and international travel arrangements as needed.
- Prepare and submit expense reports and reimbursement documentation.
- Receive, review, and route incoming mail and email communications, ensuring appropriate documents are attached and distributed.
- Coordinate with document production and administrative services teams on document preparation projects.
- Assist with tracking deadlines and maintaining organized records related to immigration matters.
- Stay informed regarding changes in immigration regulations, policies, procedures, and best practices.
- Provide administrative support to attorneys, legal professionals, and clients while maintaining confidentiality.
- Perform additional duties and special projects as assigned.
Minimum Education & Experience Requirements
- High school diploma or equivalent required.
- Bachelor’s degree preferred.
- Minimum of 3–5 years of experience supporting an immigration legal practice, law firm, corporate legal department, higher education institution, or other professional services environment.
- Experience supporting high-volume document management and client service activities.
- Prior experience with legal case management, document management, or client relationship systems is preferred.
Special Requirements
- Proficiency in Microsoft Office Suite, including Word, Outlook, and Excel.
- Ability to maintain confidentiality and handle sensitive client information.
- Flexibility to work overtime as business needs require.
- Familiarity with legal, immigration, or case management software is preferred.
Knowledge, Skills, and Abilities
- Strong administrative and organizational skills.
- Excellent written and verbal communication abilities.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Strong document preparation, editing, and proofreading skills.
- Proficiency with Microsoft Office applications and electronic filing systems.
- Knowledge of legal document management and records retention practices.
- Strong attention to detail and accuracy.
- Ability to coordinate schedules, meetings, and travel arrangements effectively.
- Problem-solving skills and the ability to anticipate administrative needs.
- Ability to work independently and collaboratively within a team environment.
- Strong customer service skills with the ability to interact professionally with clients, attorneys, and staff.
Additional Desired Characteristics
- Experience supporting immigration attorneys or legal professionals.
- Familiarity with employment-based and family-based immigration processes.
- Experience with legal billing, matter management, or client intake systems.
- Exposure to professional services, higher education, or corporate legal environments.
- Knowledge of immigration terminology and legal procedures.
- Experience using document management, case tracking, or workflow software.
Work Environment
- Office-based or hybrid work environment depending on business needs.
- Frequent use of computers, document management systems, and communication tools.
- Fast-paced legal environment requiring effective prioritization and time management.
- Occasional overtime may be required to meet client deadlines and workload demands.
Other Duties
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of responsibilities, duties, or qualifications. Additional duties and responsibilities may be assigned as business needs require.
