Immigration Legal Administrative Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

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Immigration Legal Administrative Assistant

Department: Immigration

Reports To: Office Manager

FLSA: Non-Exempt

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POSITION SUMMARY:

The Immigration Legal Administrative Assistant provides administrative and legal support to attorneys and paralegals within the Firm’s Immigration Practice Group. This role supports the efficient management of business immigration matters by preparing and formatting legal documents, coordinating case-related activities, maintaining accurate files and deadlines, communicating with clients, and assisting with billing and general administrative processes.

The Immigration Legal Administrative Assistant works with sensitive personal and employment information and must exercise sound judgment, maintain confidentiality, and demonstrate exceptional attention to detail. This position requires strong organizational skills and the ability to manage multiple matters, deadlines, and client requests in a fast-paced legal environment.

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ESSENTIAL DUTIES AND RESPONSIBILITIES:

Immigration Matter & Document Support

• Prepare, proofread, revise, and format correspondence, immigration forms, support letters, petitions, applications, exhibits, and other legal documents under the direction of attorneys and paralegals.
• Assist with assembling and organizing immigration petition and application packages for filing with government agencies.
• Review documents for completeness, formatting, consistency, and required signatures before submission.
• Prepare electronic and physical copies of filings and supporting documentation.
• Assist with obtaining and organizing client and beneficiary documentation, including employment, education, identity, and travel records.
• Monitor the return of signature pages, questionnaires, and supporting documents and provide appropriate follow-up.
• Support requests for certified copies, translations, evaluations, and other case-related documentation.

Case Management & Deadline Coordination

• Open new matters, submit conflict-of-interest requests, and prepare client intake documentation.
• Maintain case information, status updates, deadlines, and key dates within the Firm’s immigration case management and calendaring systems.
• Track filing deadlines, expiration dates, response dates, interview appointments, biometrics appointments, and other case milestones.
• Review government-issued notices and route them promptly to the appropriate attorney, paralegal, client, or beneficiary.
• Assist with monitoring receipt notices, approval notices, requests for evidence, interview notices, and other agency correspondence.
• Coordinate with attorneys and paralegals to ensure timely completion of assignments and filings.
• Manage and prioritize incoming workflow while escalating urgent matters and approaching deadlines appropriately.

Client & Stakeholder Communication

• Communicate professionally with clients, foreign national employees, corporate contacts, attorneys, paralegals, vendors, and government agencies.
• Respond to routine administrative questions and route substantive legal questions to the appropriate attorney or paralegal.
• Coordinate client calls, consultations, meetings, interviews, and other appointments.
• Provide clients and beneficiaries with filing confirmations, appointment information, document requests, and other approved status communications.
• Maintain positive and responsive client relationships while observing the confidentiality of attorney-client and Firm matters.
• Communicate respectfully and effectively with individuals from diverse cultural and professional backgrounds.

Filing & Government Agency Support

• Assist with preparing and submitting electronic and paper filings to U.S. Citizenship and Immigration Services, 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 for immigration submissions.
• Monitor package delivery and receipt and maintain confirmation records within the appropriate matter file.
• Retrieve and organize publicly available case-status information and agency guidance as directed.
• Assist with scheduling visa appointments, medical examinations, biometrics appointments, and other case-related requirements when requested.
• Maintain current agency addresses, filing instructions, and administrative processing resources.

Document & File Management

• Create, organize, and maintain electronic and physical matter files in accordance with Firm procedures.
• Save, profile, and organize correspondence, filings, government notices, supporting evidence, and email communications in the appropriate iManage folders.
• Maintain accurate naming conventions, document versions, and case records.
• Coordinate the storage, retrieval, transfer, and closure of matter files.
• Protect sensitive personal information, including passport details, immigration status, employment records, and other confidential data.

Billing & Administrative Support

• Assist with accurate attorney and paralegal time entry, review, and revision.
• Support the timely review and submission of 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 as needed.
• Perform additional administrative and secretarial duties as assigned.

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QUALIFICATIONS:

• High school diploma or GED required; bachelor’s degree preferred.
• Minimum of 3 years of legal administrative experience required.
• Prior experience supporting immigration attorneys or working within a business immigration practice strongly preferred.
• Familiarity with employment-based immigration terminology, forms, filings, and government agencies preferred.
• Experience with immigration case management platforms preferred.
• 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 with demonstrated knowledge of grammar, spelling, and punctuation.
• Excellent organizational and time-management skills with 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 while collaborating effectively with attorneys, paralegals, and business professionals.
• Ability to identify administrative issues, exercise sound judgment, and escalate questions appropriately.
• Ability to manage confidential and sensitive information with discretion.
• Foreign-language proficiency is helpful but not required.

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WORK CONDITIONS:

This position operates in a professional office environment with standard office equipment. Extended hours may occasionally be required to meet filing deadlines, respond to urgent client needs, or support time-sensitive immigration matters.

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The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at [email protected]