Legal Practice Assistant (Immigration)

Legal Practice Assistant

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you'll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Legal Practice Assistant to support our attorneys and other timekeepers through complex and specialized legal duties, requiring a strong understanding of legal terminology and processes. This position will be part of the Client Support Team (CST) Shared Team, delivering comprehensive support to non-partners and other timekeepers across the firm. While this role will contribute to the broader shared team efforts, it will have a primary focus on immigration-related matters, supporting attorneys and other timekeepers in this specialized area of law.

The ideal candidate is proactive, detail-oriented, and client-service driven, with strong organizational skills, excellent communication, and the ability to support attorneys in a fast-paced legal environment while managing multiple priorities with discretion and professionalism.

Key Responsibilities:

• Manage the business intake process, run adversary searches, draft screening memos and engagement letters, and open new files.
• Prepare, revise, and format legal documents and correspondence using various software applications and according to instructions. Proofread documents and correspondence for content, spelling, grammar, language usage, and punctuation, and save documents in final form.
• Prepare documents and applicable fees for electronic filings as needed, and according to instructions. E-file documents with federal and state courts and other agencies.
• Maintain and manage timekeeper calendars, including court docket deadlines, conferences, teleconferences, depositions, and other meetings as requested.
• Assist as needed with projects, overflow work, administrative work, and other duties to provide support and to help with the workloads of attorneys, peers, and other colleagues throughout the firm.
• Manage administrative tasks as requested, including, but not limited to, processing and distributing mail, preparing audit letter responses, completing expense reports, preparing check requests, and reviewing client billing statements.
• Use the CST workflow application to enter and to manage support requests, providing proactive communication with the attorney or other timekeeper from start to completion of the task.
• Navigate the CST workflow application with a proficient level of skill while prioritizing and completing the tasks efficiently.
• Regularly monitor the task queue upon completing assignments to identify and take on new tasks in a timely manner, minimizing delays in tasks completion and supporting consistent workflow.
• Evaluate task urgency and workload capacity to offer availability when appropriate, accepting assignments that align with current expertise while also identifying and participating in training opportunities to expand capabilities and support overall team efficiency.
• Assist the timekeepers and the team with projects, overflow work, administrative work, and other duties to provide support with a positive and collaborative approach to working with others.
• Serve as a resource to teammates while demonstrating the willingness to mentor and share knowledge.
• Immigration Specific Tasks:
  • Prepare and file employment-based immigration petitions and applications, including H-1B, L-1, TN, E-3, O-1, PERM, I-140, and Adjustment of Status (I-485) filings.
  • Draft and review immigration-related documentation, such as support letters, job descriptions, and audit files.
  • Manage case timelines and monitor status of filings with USCIS, DOL, and DOS.
  • Coordinate closely with attorneys, clients, and beneficiaries to collect necessary documentation and information.
  • Maintain case files and upload documentation to the firm's case management system, ensuring accuracy and completeness.
  • Track and manage deadlines, including visa expirations, Requests for Evidence (RFE) response dates, priority dates, and PERM recruitment timelines.
  • Assist with preparing responses to Requests for Evidence, audit responses, and other government inquiries.
  • Communicate case status updates to clients and respond to client inquiries professionally and promptly.

Job Requirements:

• High school diploma or equivalent.
• 3+ years of legal practice assistant experience required.
• Highly proficient in Microsoft Office software programs.
• Ability to learn and apply practice group and/or firm specific software programs, including the CST workflow application, at a proficient level.
• Ability to work independently and collaboratively within a team structure.
• Ability to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to cooperate, work and communicate effectively and professionally with Firm clients and Firm personnel at all levels on the telephone, by e-mail as well as in-person.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to work in a fast-paced environment and shift attention from one area of work to another quickly and effectively.
• Ability to handle confidential information.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.