Administrative Assistant - Immigration

Harris Beach Murtha•Boston, MA

98d•$27 - $33•Onsite

About The Position

Harris Beach Murtha is seeking an Administrative Assistant to support its Immigration Attorneys in Boston. The role performs legal, clerical, and secretarial duties, including preparing and proofreading correspondence and legal documents, organizing case files, monitoring calendars and deadlines, maintaining case-management records, and confirming case status with attorneys. The position is based in the office every day and has an anticipated schedule of 35 hours per week. The Administrative Assistant supports immigration filings and petitions, client communications and document collection, new matter opening, conflict checks, correspondence and document management, mailings and filings, travel arrangements, invoice processing, expense reimbursements, and document package assembly. The role also provides general assistance to attorneys and paralegals as needed. Success requires strong organization, client service, communication, technology skills, and the ability to manage competing priorities in a fast-paced office while working collaboratively and respectfully with people across the firm.

Requirements

At least 2 years of experience as a legal administrative assistant.
High school diploma or equivalent.
Exceptional oral and written communication skills.
Strong organizational skills.
Superior client service and listening skills, including the ability to anticipate client and attorney needs.
Proficiency with Microsoft Office, including Word, Outlook, and Excel, and the ability to use technology resources efficiently.
Ability to multitask, meet deadlines, and provide solutions in a fast-paced office setting.
Comfort working in the office every day.
Commitment to the firm’s core values of collaboration, inclusion, ingenuity, respect, integrity, and commitment.

Nice To Haves

Experience with business immigration.
Associate’s degree.

Responsibilities

Perform legal, clerical, and secretarial duties as required.
Transcribe and type correspondence, memoranda, project work, and other materials; proofread documents and ensure quality.
Establish and organize case files; monitor calendars and deadlines; document actions; enter information into databases and case-management software; and confirm case status with attorneys.
Assist with nonimmigrant and immigrant visa filings and organize exhibits.
Assist paralegals with preparing and filing immigration petitions.
Collect information and documentation from clients, including initial screening of cold calls and client referrals.
Assist partners and attorneys with drafting client engagement letters.
Write, proofread, send, file, and manage correspondence, memoranda, pleadings, contracts, forms, indices, and other related documents.
Maintain contact with clients, communicate case progress, and keep clients informed.
Enter conflict information into the system to run conflict checks for new clients.
Assist with opening new matters and maintaining files.
Coordinate mass mailings, including filings with local, state, and federal courts and agencies.
Type legal documents from drafts, oral dictation, or recordings, including resolutions, opinions, contracts, briefs, leases, and agreements.
Coordinate attorney and client travel arrangements, including air, hotel, and car plans.
Process invoices and attorney expense reimbursement requests.
Assemble document packages, including copying, tabbing, and scanning.
Assist with other duties as needed.
Effectively multitask, meet deadlines, and provide solutions in a fast-paced office setting.
Prioritize workload and work collaboratively with diverse personalities across different levels of the firm.