Immigration Specialist

Confidential Jobs; Philadelphia (Philadelphia County); Hybrid; USD 42,000 - 68,000; Full time

Job summary

Confidential Jobs is seeking an Immigration Practice Assistant to provide comprehensive administrative support to attorneys and staff within a dynamic immigration practice group. You will handle client correspondence, documentation, and file management while coordinating calendars and travel for a fast-paced environment.

The role emphasizes confidentiality, strong MS Office skills, and experience with case management or document management systems.

Qualifications

• High school diploma or equivalent required.
• 3–5 years of experience supporting an immigration legal practice or similar environment.
• Experience with high-volume document management and client service.
• Prior experience with legal case management or document management systems preferred.

Responsibilities

• Prepare, edit, format, and distribute client correspondence, legal documents, and administrative materials.
• Open new client and matter files using firm-approved systems.
• Maintain accurate paper and electronic files, including email and client records.
• Manage attorney and team calendars, schedule meetings, and video conferences.
• Coordinate domestic and international travel arrangements as needed.
• Prepare expense reports and reimbursement documentation.
• Review and route incoming mail and emails, ensuring documents are attached and distributed.
• Coordinate with document production and administrative services teams on projects.
• Assist with tracking deadlines and organized records for immigration matters.
• Stay informed on changes in immigration regulations and best practices.
• Provide administrative support to attorneys and clients while maintaining confidentiality.
• Perform additional duties and special projects as assigned.

Skills

Admin skills

MS Office

Communication

Calendar management

Travel coordination

Confidentiality

Education

High school diploma or equivalent

Tools

Case management software

Document management systems

Legal billing systems

Job description

The Immigration Practice Assistant provides comprehensive administrative and operational support to attorneys and legal professionals within an immigration practice group. This role is responsible for managing client correspondence and documentation, coordinating calendars and travel arrangements, and maintaining accurate electronic and physical records to ensure efficient workflow and exceptional client service. The position plays a critical role in supporting immigration case management activities, facilitating communication with internal and external stakeholders, and ensuring timely completion of administrative tasks in a fast-paced legal environment.

Key Responsibilities

• Prepare, edit, format, and distribute client correspondence, legal documents, and administrative materials.
• Open new client and matter files using firm-approved case management and document management systems.
• Maintain accurate paper and electronic files, including email correspondence and client records.
• Manage attorney and team calendars, schedule meetings, appointments, conference calls, and video conferences.
• Coordinate domestic and international travel arrangements as needed.
• Prepare and submit expense reports and reimbursement documentation.
• Receive, review, and route incoming mail and email communications, ensuring appropriate documents are attached and distributed.
• Coordinate with document production and administrative services teams on document preparation projects.
• Assist with tracking deadlines and maintaining organized records related to immigration matters.
• Stay informed regarding changes in immigration regulations, policies, procedures, and best practices.
• Provide administrative support to attorneys, legal professionals, and clients while maintaining confidentiality.
• Perform additional duties and special projects as assigned.

Minimum Education & Experience Requirements

• High school diploma or equivalent required.
• Minimum of 3-5 years of experience supporting an immigration legal practice, law firm, corporate legal department, higher education institution, or other professional services environment.
• Experience supporting high-volume document management and client service activities.
• Prior experience with legal case management, document management, or client relationship systems is preferred.

Special Requirements

• Proficiency in Microsoft Office Suite, including Word, Outlook, and Excel.
• Ability to maintain confidentiality and handle sensitive client information.
• Flexibility to work overtime as business needs require.
• Familiarity with legal, immigration, or case management software is preferred.

Knowledge, Skills, and Abilities

• Strong administrative and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong document preparation, editing, and proofreading skills.
• Proficiency with Microsoft Office applications and electronic filing systems.
• Knowledge of legal document management and records retention practices.
• Strong attention to detail and accuracy.
• Ability to coordinate schedules, meetings, and travel arrangements effectively.
• Problem-solving skills and the ability to anticipate administrative needs.
• Ability to work independently and collaboratively within a team environment.
• Strong customer service skills with the ability to interact professionally with clients, attorneys, and staff.

Additional Desired Characteristics

• Experience supporting immigration attorneys or legal professionals.
• Familiarity with employment-based and family-based immigration processes.
• Experience with legal billing, matter management, or client intake systems.
• Exposure to professional services, higher education, or corporate legal environments.
• Knowledge of immigration terminology and legal procedures.
• Experience using document management, case tracking, or workflow software.
• Office-based or hybrid work environment depending on business needs.
• Frequent use of computers, document management systems, and communication tools.
• Fast-paced legal environment requiring effective prioritization and time management.
• Occasional overtime may be required to meet client deadlines and workload demands.