Administrative Assistant

Ogletree Deakins • Austin, TX

11d • Onsite

About The Position

The Immigration Administrative Assistant provides administrative and clerical support to shareholders, attorneys, and paralegals in the Austin office immigration practice group. This is an in-office position reporting to the Office Administrator.

The role supports the immigration legal team with client records, travel arrangements, legal documents, calendars, billing, invoices, and shared inboxes. It also includes immigration-related administrative tasks, backup support for PERM work, and other assignments as needed, including helping the team during high-volume periods.

Requirements

• At least 2 years of administrative assistant experience, including support to senior-level personnel.
• Proficiency in Microsoft applications, including Word, Excel, PowerPoint, and Outlook, and in document management systems.
• Excellent oral and written communication skills.
• Ability to read, respond to, and organize a high volume of emails in a timely and accurate manner.
• Ability to work on multiple tasks.
• Good organizational skills, including calendaring.
• Ability to work independently and as part of a team.

Nice To Haves

• Business immigration or law firm experience is preferred but not required.

Responsibilities

• Maintain client contacts in Interaction.
• Coordinate attorney travel arrangements, including hotel accommodations; prepare itineraries and submit travel expense reports.
• Prepare legal documents, open client matters, maintain documents, complete time entries, and create PowerPoint presentations.
• Process invoices, check requests, and expense reimbursements through the firm’s accounts payable software.
• Manage calendars for the immigration legal team, including setting up, organizing, and managing meetings, sending reminders, and helping ensure deadlines are met.
• Assist with the billing process, including resolving billing issues.
• Help manage two alias inboxes, including responding to emails, opening assessment cases, and monitoring for RFEs.
• Post NOFs and PAFs.
• Provide backup support for PERM-related tasks.
• Assist with additional assignments and help the team during high-volume periods.
• Perform other duties as assigned.

Benefits

• Paid Time Off
• Paid Sick Leave
• 401(k) matching program
• Profit Sharing
• Paid Holidays
• Paid Parental Leave
• Health insurance
• Life insurance
• Dental coverage
• Vision coverage
• Health Savings Account
• Flexible Spending Accounts for dependent care and/or health care expenses
• Tuition Reimbursement
• Employee Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed