Administrative Assistant

Ogletree Deakins; Austin (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Paid Time Off

Paid Holidays

401(k) matching

Profit Sharing

Health Insurance

Tuition Reimbursement

Employee Assistance Program

Parental Leave

Job summary

Ogletree Deakins in Austin seeks an Immigration Administrative Assistant to provide essential administrative and clerical support for shareholders, attorneys, and paralegals in the Austin immigration practice group. This in-office role reports to the Office Administrator and focuses on coordinating calendars, travel, document prep, and client communications.

Responsibilities include maintaining client contacts, handling travel arrangements, invoicing, and assisting with the billing process.

Qualifications

• 2 or more years of administrative assistant experience including support to senior level.
• Business immigration / law firm experience preferred but not required.
• Must be proficient in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Outlook and Document Management Systems
• Excellent communications skills, oral and written.
• Ability to read, respond timely and accurately to and organize high volume of emails.
• Ability to work on multiple tasks.
• Good organizational skills including calendaring.
• Ability to work independently as well as with a team.

Responsibilities

• Maintaining client contacts in Interaction.
• Coordinates attorney travel arrangements, including hotel accommodations, preparing itineraries, and submitting travel expense reports.
• Prepares legal documents, opens client matters, maintains documents, completes time entries, and creates PowerPoint presentations.
• Process invoices, check requests, and expense reimbursements through the firm’s accounts payable software.
• Managing calendars for the immigration legal team, which involves setting up, organizing, and managing meetings, sending reminders, and assisting to ensure deadlines are met.
• Assist with the billing process, including the resolution of billing issues.
• Assisted with managing two alias inboxes, including responding to emails, opening assessment cases, and monitoring for RFEs.
• Posting (NOFs) and (PAFs).
• Provided backup support for PERM-related tasks.
• Assisted with additional assignments and helped theteam during high-volume periods.
• Other duties as assigned.

Skills

Communication skills

Multitasking

Calendar management

Independent work

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Document Management Systems

Job description

Position Summary

The Immigration Administrative Assistant provides administrative and clerical support for the shareholders and attorneys, and paralegals for the Austin office immigration practice group.

This is an in-office position, reporting to the Office Administrator.

Essential Functions

• Maintaining client contacts in Interaction.
• Coordinates attorney travel arrangements, including hotel accommodations, preparing itineraries, and submitting travel expense reports.
• Prepares legal documents, opens client matters, maintains documents, completes time entries, and creates PowerPoint presentations.
• Process invoices, check requests, and expense reimbursements through the firm’s accounts payable software.
• Managing calendars for the immigration legal team, which involves setting up, organizing, and managing meetings, sending reminders, and assisting to ensure deadlines are met.
• Assist with the billing process, including the resolution of billing issues.
• Assisted with managing two alias inboxes, including responding to emails, opening assessment cases, and monitoring for RFEs.
• Posting (NOFs) and (PAFs).
• Provided backup support for PERM-related tasks.
• Assisted with additional assignments and helped theteam during high-volume periods.
• Other duties as assigned.

Requirements

• 2 or more years of administrative assistant experience including support to senior level.
• Business immigration / law firm experience preferred but not required.
• Must be proficient in all Microsoft applications, including but not limited to Word, Excel, PowerPoint, Outlook and Document Management Systems
• Excellent communications skills, oral and written.
• Ability to read, respond timely and accurately to and organize high volume of emails.
• Ability to work on multiple tasks.
• Good organizational skills including calendaring.
• Ability to work independently as well as with a team.

Benefits

• Paid Time Off
• Paid Sick Leave
• a 401(k) matching program
• Profit Sharing
• Paid Holidays
• Paid Parental Leave
• affordable Health and Life Insurance including Dental & Vision coverage
• Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses
• Tuition Reimbursement
• an Employee Assistance Program

Contact Information

We are not working with outside recruiters nor outside agencies for this role.

Firm Overview

With more than 1,200 attorneys in 62 offices worldwide, Ogletree Deakins is one of the largest labor and employment law firms representing management. We handle all types of employment-related legal matters, including traditional labor and employment, workplace safety, employee benefits, and business immigration matters. Guided by our Client Pledge, we focus on understanding clients’ business and objectives, collaborating and anticipating needs, harnessing technology and innovation, communicating effectively, and providing quality representation with exceptional value.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.

Equal Opportunity Employer.