Legal Administrative Assistant

Green & Spiegel, LLP; Philadelphia (Philadelphia County); On-site; USD 38,000 - 52,000; Full time

Job summary

Green & Spiegel, LLP in Philadelphia is seeking an administrative support professional to maintain legal filing and organization systems, manage calendars, and handle routine client communications. The role involves processing mail, assisting attorneys and case managers, and coordinating appointments and document preparation.

The ideal candidate has strong communication and time-management skills, a High School diploma, and proficiency in Microsoft Office.

Qualifications

• 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 degree.

Responsibilities

• Maintaining filing and organization systems for legal records including calendaring expiration dates, updating database records, and generating monthly expiration reports for the Attorney and staff.
• Handling incoming/outgoing mail, scanning, and distributing to personnel.
• Ensuring 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.
• Assisting in answering phones and directing calls.
• Coordinating appointments and updating event calendars for the Firm.
• Preparing immigration case work such as Premium Processing Upgrades and EAD/AP Renewal Applications as assigned.
• Sending disengagement letters and post-green card letters to clients.
• Supporting staff with passport photo printing and copying/printing/scanning of documents.
• Generating emails, reports, and memos as needed.
• Maintaining client contact lists and providing administrative support.

Skills

Strong communication

Organizational skills

Team player

Attention to detail

Time management

Education

High School diploma

Tools

Microsoft Office

Job description

Description

• 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. Generating monthly expiration reports to Attorney and legal support staff.
• 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.
• Assisting in answering phones, directing calls to the appropriate office personnel, and receiving messages in a professional and courteous manner.
• Coordinating and confirming appointments, including scheduling consultations and conference calls and updating event calendars for the Firm and appropriate personnel.
• 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 Firm Administrator.
• 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.

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 degree.