Legal Administrative Assistant

Parker Gallini LLP is a U.S. immigration law firm that helps clients navigate complex immigration processes and identify tailored solutions to meet their specific needs. The firm serves clients across diverse industries, including technology, life sciences, manufacturing, energy, design, and media, as well as colleges, universities, and their faculty and researchers. Parker Gallini LLP also supports individuals and families in planning and achieving their personal immigration goals. With over 25 years of experience in business and family immigration and a strong track record of success in challenging cases, the firm is committed to partner-level attention, personalized representation, and delivering the right outcomes at a fair price point.

About the job

This is a full-time, non-exempt position responsible for supporting Attorneys and Paralegals in the delivery of exceptional legal services. The role involves a wide range of legal and administrative duties and requires an in-office presence three days per week as part of a hybrid work schedule.

Essential Job Functions

Client and Case Management Duties:

• Regularly review case management data and internal reports for accuracy and make or coordinate necessary updates to support attorneys and paralegals in the efficient management of client matters.
• Organize and execute client communications involving the coordination of program-level processes and compliance requirements
• Initiate cases with clients by sending out relevant questionnaires and requests for documentation. This involves direct interaction with the client and tracking all necessary employer/employee information and documents in coordination with attorneys and paralegals.
• Ensure all documentation is timely collected, completed, and returned and following up when appropriate and as needed.
• Process incoming government correspondence, ensure notices are accurately saved in document management system, and update information in immigration software.
• Assist attorneys and paralegals in preparing and finalizing immigrant and nonimmigrant case applications with USCIS as needed.

Administrative duties :

• Maintain completeness and organization of Firm document management system by complying with internal document naming and filing policies and procedures, including reviewing and updating matters for assigned clients to support Attorneys and Paralegals in client management.
• Serve as back-up for other members of the Legal Administrative Assistant team as needed, including answering the main telephone line and greeting office visitors and vendors in person

Training and Legal Administrative Assistant Team Coordination:

• Create and maintain up-to-date training materials and process documents for the Legal Administrative Assistant team.
• Collaborate with Firm Administrator and Firm Partners on the training and onboarding of new Legal Administrative Assistant team members.

Other Tasks and Assignments:

• Draft case materials assigned, including case assessments, consular instruction letters, public access files, withdrawal requests, and premium processing upgrades.
• At all times interact with colleagues, clients and other third-parties with a high degree of professionalism and a can-do attitude; foster collegial, productive working relationships with Parker Gallini staff and third parties

Knowledge, Skills, and Abilities

• High-quality, meticulous work product.
• Excellent organizational and problem-solving skills, including the ability to handle multiple, competing priorities in an often fast-paced environment.
• Ability to organize work, establish priorities and maintain good interpersonal relations and communications with lawyers and other staff.
• Cooperative and works well within a team.
• Professional and discreet telephone manner.
• Strong background in Microsoft Office

Education and Experience

• College degree preferred
• Prior administrative experience preferred

Physical Requirements

Seeing: Must be able to read computer screen and various reports

Hearing: Must be able to hear well enough to communicate with employees and others

Standing/walking: Must be able pick up and deliver mail and documents

Climbing/stooping/kneeling: Must be able to stock supplies

Lifting/pulling/pushing : Must be able to lift 10 pounds to receive and stock supplies

Fingering/grasping/feeling: Must be able to write, type, and use phone system

Salary Range

The expected hourly range for this position is $26-$32. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.

At Parker Gallini LLP, our people are our greatest asset. We believe that exceptional legal services begin with exceptional professionals, and we seek individuals who are committed to excellence, value strong client relationships, and are eager to contribute to the continued growth and success of our firm.