Bilingual Legal Secretary / Receptionist

Job Description: Legal Secretary/Front Desk Assistant (Immigration Law Firm)

Position Overview: We are seeking a highly organized and detail-oriented individual to join our immigration law firm as a Legal Secretary/Front Desk Assistant. This position plays a crucial role in providing administrative support to attorneys and staff while also managing front desk duties. The ideal candidate should have strong communication skills, excellent multitasking abilities, and the ability to learn and follow immigration law procedures. As a Legal Secretary/Front Desk Assistant, you will contribute to the smooth functioning of the firm's operations and provide exceptional client service.

Responsibilities:

1. Legal Support:

   • Assist attorneys with drafting and proofreading legal documents, including immigration petitions, forms, and correspondence.
   • Organize and maintain client files, ensuring accuracy, confidentiality, and compliance with relevant regulations.
   • Conduct legal research on immigration laws, procedures, and precedents to support attorneys in case preparation.
   • Coordinate and schedule client meetings, court appearances, and other appointments.
   • Assist in the preparation and filing of legal forms and applications with government agencies.

2. Front Desk Duties:

   • Greet clients, visitors, and callers, providing a professional and friendly first point of contact.
   • Answer incoming phone calls, screen and direct calls to the appropriate individuals, and take accurate messages when required.
   • Manage the firm's email correspondence, responding to inquiries promptly and directing them to the appropriate personnel.
   • Schedule and coordinate client consultations, maintaining the firm's appointment calendar.
   • Receive and distribute mail, packages, and deliveries.

3. Administrative Support:

   • Maintain the firm's database and document management systems, ensuring accurate and up-to-date information.
   • Prepare and process client invoices, track payments, and assist with billing-related tasks.
   • Manage attorney schedules, arrange travel accommodations, and coordinate logistics for meetings and conferences.
   • Assist in the preparation of marketing materials, newsletters, and social media content.
   • Perform general office duties, including photocopying, scanning, filing, and ordering office supplies.

4. Client Service:

   • Provide outstanding customer service to clients, promptly addressing their inquiries and concerns.
   • Maintain positive relationships with clients, keeping them informed about case progress and updates.
   • Schedule client appointments, follow up on client requests, and assist in obtaining necessary documentation.
   • Ensure a welcoming and professional atmosphere in the reception area.

Requirements:

• High school diploma or equivalent (additional education or legal assistant certification is a plus).
• Proven experience as a legal secretary or administrative assistant in an immigration law firm or related field.
• Strong knowledge of immigration law procedures, forms, and terminology.
• Excellent written and verbal communication skills, with a professional and friendly demeanor.
• Proficiency in using legal software and tools, including case management systems and MS Office Suite.
• Exceptional organizational skills with the ability to multitask and prioritize assignments effectively.
• Strong attention to detail and accuracy in preparing legal documents and managing client files.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Excellent time management skills and ability to work efficiently under pressure.
• Bilingual proficiency (English and Spanish) is mandatory.