Administrative Assistant

DYADlaw, P.C.; Vista (CA); On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

Medical insurance

Dental and Vision Insurance

FSA

401(k) – matching

Life & AD&D Insurance

Disability Insurance

PTO – 80 hours +

Paid Sick Leave

8 paid holidays

Employee Development Program

Job summary

DYADlaw, P.C. is seeking an Office Admin Assistant to support our day-to-day office and client service operations in Vista, CA. The role coordinates administrative tasks, prepares client documents, processes correspondence, and assists with FOIA and FBI fingerprint submissions.

Ideal candidate is bilingual in English and Spanish, comfortable in a fast-paced professional environment, and committed to confidentiality, accuracy, and excellent service while handling sensitive information with care.

Qualifications

• Bilingual proficiency in English and Spanish is required due to regular communication with clients and review of documents in both languages.
• Associate's degree or 1–3 years of administrative or clerical experience; experience in a legal or professional services environment is preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to maintain accurate documentation.
• Strong written and verbal communication skills.
• Comfortable using office technology, digital document systems, and case management software.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional, adaptable, proactive, and collaborative.
• Ability to maintain confidentiality when working with sensitive information.

Responsibilities

• Serve as a point of contact for clients, visitors, and guests while providing professional and courteous service.
• Maintain an organized, professional, and welcoming office environment.
• Assemble and distribute client welcome packets and final application packets.
• Organize and prepare case documents for legal review, including tables of contents, cover letters, and case files.
• Assist with FOIA requests and FBI fingerprint submissions.
• Process incoming and outgoing mail and coordinate in-person client appointments.
• Assist with USCIS correspondence and other administrative case-related communications as assigned.
• Support attorneys and the Team Lead with scheduling, meetings, appointments, and deadline coordination.
• Maintain and update tasks, notes, and documents within the case management system.
• Process payments and maintain accurate transaction records when applicable.
• Prepare and organize reports, correspondence, and other administrative documents.
• Coordinate with other departments on shared tasks and initiatives.
• Identify opportunities to improve administrative processes and client service.
• Maintain confidentiality and appropriately handle sensitive client information and legal documents.
• This position provides administrative support only and does not independently provide legal advice or make legal determinations.

Skills

Bilingual English/Spanish

Organizational skills

Time management

Attention to detail

Communication skills

Office software

Education

Associate's degree or equivalent experience

Tools

Case management software

Digital document systems

Job description

DYADlaw, P.C. is seeking a proactive, organized, and detail-oriented Office Admin Assistant to support our day-to-day office and client service operations.
This position plays an important role in supporting clients and the legal team by coordinating administrative tasks, preparing and organizing client documents, processing correspondence, assisting with FOIA and FBI fingerprint submissions, and maintaining accurate case information.
The ideal candidate is bilingual in English and Spanish, comfortable working in a fast-paced professional environment, and committed to providing excellent service while handling confidential information with care and discretion.

Work Environment

This is an in-office position located at 380 S. Melrose Drive, Suite 414, Vista, CA 92081.
Our work environment is fast-paced and deadline-driven. Team members are expected to demonstrate professionalism, accountability, accuracy, clear communication, and attention to detail.
Because immigration matters may involve sensitive or difficult circumstances, this position also requires empathy, discretion, and resilience. Team members should be comfortable learning new procedures and adapting to changes in processes and legal requirements.

Benefits

• Medical insurance – 100% employee premium coverage and 100% dependent premium coverage
• Dental and Vision Insurance
• FSA
• 401(k) – 100% match on the first 3% deferred and 50% match on the next 2%
• Life & AD&D Insurance
• Short-Term and Long-Term Disability Insurance
• PTO – 80 hours, increasing after 2 years of employment
• Paid Sick Leave in accordance with applicable California law and company policy
• 8 paid holidays per year
• Employee Development Program

Equal Employment Opportunity & Accommodations

DYADlaw, P.C. is an Equal Opportunity Employer. Employment decisions are made without regard to any characteristic protected by applicable federal, California, or local law.
Qualified applicants and employees must be able to perform the essential functions of the position with or without reasonable accommodation. DYADlaw, P.C. provides reasonable accommodations as required by applicable law.

Join our team and help us Define Your American Dream.

Compensation:

$19 - $23 hourly

Qualifications

• Bilingual proficiency in English and Spanish is required due to regular communication with English- and Spanish-speaking clients and review of documents in both languages.
• Associate's degree or 1–3 years of administrative or clerical experience; experience in a legal or professional services environment is preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to maintain accurate documentation.
• Strong written and verbal communication skills.
• Comfortable using office technology, digital document systems, and case management software.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional, adaptable, proactive, and collaborative.
• Ability to maintain confidentiality when working with sensitive information.
• Commitment to DYADlaw's mission and values and to serving immigrant communities with integrity.

Responsibilities

• Serve as a point of contact for clients, visitors, and guests while providing professional and courteous service.
• Maintain an organized, professional, and welcoming office environment.
• Assemble and distribute client welcome packets and final application packets.
• Organize and prepare case documents for legal review, including tables of contents, cover letters, and case files.
• Assist with FOIA requests and FBI fingerprint submissions.
• Process incoming and outgoing mail and coordinate in-person client appointments.
• Assist with USCIS correspondence and other administrative case-related communications as assigned.
• Support attorneys and the Team Lead with scheduling, meetings, appointments, and deadline coordination.
• Maintain and update tasks, notes, and documents within the case management system.
• Process payments and maintain accurate transaction records when applicable.
• Prepare and organize reports, correspondence, and other administrative documents.
• Coordinate with other departments on shared tasks and initiatives.
• Identify opportunities to improve administrative processes and client service.
• Maintain confidentiality and appropriately handle sensitive client information and legal documents.
• This position provides administrative support only and does not independently provide legal advice or make legal determinations.