What are the responsibilities and job description for the Legal Administrative Assistant position at GREEN AND SPIEGEL US LLC?
Description
KEY OBJECTIVE
The Legal Administrative Assistant is responsible for providing administrative support to legal staff by performing clerical functions. Will provide full support to Case Coordinators, Case Managers, Supervising Attorneys, and Partners, assisting in daily office needs and general administrative activities.
MAJOR DUTIES & RESPONSIBILITIES
- Maintaining filing and organization systems for legal records which includes calendaring relevant expiration dates, inputting and updating database records and notifying legal team of important dates.
- Assisting in answering phones, directing calls to the appropriate office personnel, and receiving messages in a professional and courteous manner.
- Handling incoming and outgoing mail, scanning and distributing to the appropriate personnel.
- Ensuring all FedEx packages are sent.
- Drafting case update emails to clients to be sent by Attorneys and Case Managers.
- Sending Approval Notice Packets and redacted Petitions to clients.
- Preparing Premium Processing Upgrades, EAD/AP Renewal Applications, Withdrawal Applications, and other immigration case work as assigned by Attorneys and Case Managers.
- Sending disengagement letters and post-green card letters to clients.
- Assisting support staff with passport photo printing.
- Supporting Attorneys and legal staff with copying, printing, scanning of files and client documents.
- Generating emails, reports, memos as assigned by legal staff.
- Maintaining client contact lists.
- Providing administrative support to attorneys and legal staff as needed.
- If Receptionist is unavailable will assist in greeting visitors within the office, including setting up meeting rooms.
- Coordinating and confirming appointments, including scheduling consultations and conference calls and updating event calendars for the Firm and appropriate personnel.
- Assisting Firm Administrator in all functions, including but not limited to: planning and facilitating Firm social events, carrying out errands on behalf of the office, interacting with clients in the office and via email, performing basic bookkeeping, and performing other duties and projects as assigned.
Requirements
- Strong verbal, written, and organizational skills.
- Willingness to take on added responsibilities and learn new things.
- Ability to show initiative and work as part of a team.
- Attention to detail.
- Ability to multi-task and prioritize.
- Proficient in Microsoft Office and ability to adapt quickly to firm-specific software.
- Excellent time management skills.
- High School diploma.