Immigration Legal Administrative Assistant

Jackson Walker•Houston, TX

About The Position

The Immigration Legal Administrative Assistant provides administrative and legal support to attorneys and paralegals in the Firm’s Immigration Practice Group. The position helps manage business immigration matters by preparing and formatting legal documents, coordinating case activities, maintaining files and deadlines, communicating with clients, and supporting billing and general administrative processes. The role handles sensitive personal and employment information and requires sound judgment, confidentiality, exceptional attention to detail, strong organizational skills, and the ability to manage multiple matters, deadlines, and client requests in a fast-paced legal environment. The assistant supports immigration document preparation and filing, case management and deadline coordination, client and stakeholder communications, government agency processes, document and file management, billing, and general administrative work. The position is based in a professional office environment with standard office equipment. Extended hours may occasionally be required for filing deadlines, urgent client needs, or time-sensitive immigration matters.

Requirements

High school diploma or GED required.
Minimum of 3 years of legal administrative experience required.
Strong proficiency in Microsoft 365, including Word, Excel, Outlook, and PowerPoint.
Experience with Adobe Acrobat, document management systems, time-entry systems, and legal billing platforms.
Strong proofreading and document-formatting skills, including knowledge of grammar, spelling, and punctuation.
Excellent organizational and time-management skills, including the ability to manage multiple matters and recurring deadlines.
Exceptional attention to detail and accuracy when handling names, dates, identification numbers, and government forms.
Excellent written, verbal, and interpersonal communication skills.
Ability to communicate professionally and respectfully with clients and employees from diverse backgrounds.
Ability to work independently and collaborate effectively with attorneys, paralegals, and business professionals.
Ability to identify administrative issues, exercise sound judgment, and escalate questions appropriately.
Ability to handle confidential and sensitive information with discretion.

Nice To Haves

Bachelor’s degree.
Prior experience supporting immigration attorneys or working within a business immigration practice.
Familiarity with employment-based immigration terminology, forms, filings, and government agencies.
Experience with immigration case management platforms.
Foreign-language proficiency.

Responsibilities

Prepare, proofread, revise, and format correspondence, immigration forms, support letters, petitions, applications, exhibits, and other legal documents under attorney and paralegal direction.
Assemble and organize immigration filing packages; review documents for completeness, formatting, consistency, and required signatures; and prepare electronic and physical copies.
Obtain and organize client and beneficiary records, monitor the return of signatures and supporting documents, and follow up as appropriate.
Support requests for certified copies, translations, evaluations, and other case-related documentation.
Open new matters, submit conflict-of-interest requests, and prepare client intake documentation.
Maintain case information, status updates, deadlines, and key dates in immigration case management and calendaring systems.
Track filing deadlines, expiration dates, response dates, appointments, and other case milestones; review government notices and route them promptly.
Monitor agency correspondence, including receipt and approval notices, requests for evidence, and interview notices.
Coordinate with attorneys and paralegals to complete assignments and filings on time; prioritize incoming work and escalate urgent matters and approaching deadlines.
Communicate with clients, foreign national employees, corporate contacts, attorneys, paralegals, vendors, and government agencies; route substantive legal questions to attorneys or paralegals.
Coordinate client calls, consultations, meetings, interviews, and other appointments, and provide approved filing confirmations, appointment information, document requests, and status communications.
Prepare and submit electronic and paper filings to USCIS, the U.S. Department of Labor, the U.S. Department of State, and other applicable agencies.
Arrange filing fees, checks, shipping labels, courier services, and delivery tracking; monitor package delivery and maintain confirmation records.
Retrieve and organize public case-status information and agency guidance, assist with appointment scheduling, and maintain current agency addresses and filing instructions.
Create and maintain electronic and physical matter files; save, profile, and organize documents and correspondence in appropriate iManage folders.
Maintain document naming conventions, versions, and case records; coordinate file storage, retrieval, transfer, and closure; and protect confidential information.
Assist with attorney and paralegal time entry, prebills, and client bills; process vendor invoices, filing fees, check requests, and expense reimbursements.
Coordinate travel, meetings, conference rooms, and calendar appointments; prepare routine reports, correspondence, spreadsheets, and presentations.
Provide backup and overflow support to other Legal Administrative Assistants and practice group members, and perform additional administrative and secretarial duties as assigned.