Legal Office Administrator

DYADlaw.•Vista, CA

12d

About The Position

The Office Administrative Assistant plays a key role in supporting day-to-day operations through tasks such as assembling client packets, processing Freedom of Information Act (FOIA) requests, and performing other administrative duties. This role requires a proactive, detail-oriented, and organized individual capable of managing multiple responsibilities with discretion and efficiency. The ideal candidate is eager to grow in all areas of office administration and contribute to the evolving needs of the firm and its clients. Classification: Hourly, Non-Exempt Include, but are not limited to: Assist the Team Lead and attorneys with scheduling, coordinating meetings and appointments, and managing deadlines. Prepare, organize, and manage documents, including reports, presentations, and client correspondence. Facilitate communication across departments to support cross-functional tasks and initiatives. Contribute to the enhancement of administrative processes and procedures for increased efficiency. Assemble and distribute client welcome and final application packets for immigration cases. Handle all aspects of incoming and outgoing mail and coordinate in-person client appointments. Assist or oversee the Freedom of Information Act (FOIA) requests and FBI fingerprint submissions. Organize and prepare case documents, including creating tables of contents, cover letters, and assembling case files for legal review. Maintain and update case tasks within the case management system, ensuring accuracy and timeliness. Perform additional administrative duties as required, including handling immigration-related correspondence. The following includes the knowledge, skill, and/or ability requirements necessary to perform this position. Our work requires a high level of professionalism and accountability. Team members are expected to take directives seriously, execute them efficiently, and seek clarity when needed. No excuses! Our work often involves dealing with severe and sometimes upsetting cases. It requires a deep sense of empathy and resilience. The nature of our work is fast-paced due to strict deadlines, and it is expected to maintain a high level of accuracy, attention to detail, clear focus, and positivity. Our environment is one of constant learning. You will need to quickly absorb and retain new information, adapting to changes in laws and procedures to ensure the best outcomes for clients.

Requirements

Bilingual – English and Spanish: required to communicate clearly with Spanish-speaking clients and review Spanish-language documents.
Associate's degree or 1–3 years of admin/clerical experience (legal or professional services preferred) to ensure familiarity with office workflows and client-facing tasks.
Strong organizational skills and attention to detail are essential for managing deadlines and maintaining accurate documentation.
Excellent written and verbal communication; tech proficiency is needed to draft clear communication and use case management systems efficiently.
Proactive, adaptable team player with a positive attitude to support collaboration and success in a fast-paced, changing environment.
Committed to the firm’s mission and values, reinforcing our purpose in serving immigrant communities with integrity.

Responsibilities

Assist the Team Lead and attorneys with scheduling, coordinating meetings and appointments, and managing deadlines.
Prepare, organize, and manage documents, including reports, presentations, and client correspondence.
Facilitate communication across departments to support cross-functional tasks and initiatives.
Contribute to the enhancement of administrative processes and procedures for increased efficiency.
Assemble and distribute client welcome and final application packets for immigration cases.
Handle all aspects of incoming and outgoing mail and coordinate in-person client appointments.
Assist or oversee the Freedom of Information Act (FOIA) requests and FBI fingerprint submissions.
Organize and prepare case documents, including creating tables of contents, cover letters, and assembling case files for legal review.
Maintain and update case tasks within the case management system, ensuring accuracy and timeliness.
Perform additional administrative duties as required, including handling immigration-related correspondence.