Office Administrative Assistant

DYADlaw.•Vista, CA

About The Position

This position will play a crucial role in the front desk, assembling client packets and/or overseeing Freedom of Information Act (FOIA) requests, among other administrative tasks. This position requires a proactive, organized, and adaptable individual who can efficiently manage multiple responsibilities while maintaining a high level of accuracy and confidentiality. The ideal candidate will be eager to learn all aspects of office administration to provide comprehensive support as client and firm needs evolve. Greet clients and visitors warmly, ensuring a positive and professional first impression of the law office. Assist the Team Lead and attorneys with scheduling, coordinating meetings, 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.

Requirements

Bilingual - Spanish & English.
An Associate's degree or 1 - 3 years of experience in an administrative, clerical, or similar role, preferably within a legal or professional services environment.
Strong organizational skills and attention to detail with an ability to manage multiple tasks and deadlines efficiently.
Excellent communication skills, both written and verbal, and proficiency in using office software and technologies.
A proactive and adaptable team player with a positive attitude and a willingness to learn and contribute to team success.
A commitment to upholding the firm's values and mission in supporting immigrant rights and legal services.

Responsibilities

Greet clients and visitors warmly, ensuring a positive and professional first impression of the law office.
Assist the Team Lead and attorneys with scheduling, coordinating meetings, 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.