Administrative Assistant
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Job Description
Administrative Assistant supporting an immigration law practice. Managing calendars, client communications, and case preparation tasks with a strong attention to detail.
Responsibilities:
- 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
- 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
- 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)
Requirements:
- Up to 6/hr
- 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
- Prior experience in a law office or legal support role
- Familiarity with immigration law procedures and forms
- Experience with legal practice management software
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