Administrative Assistant (Raleigh)

Bilingual Legal Administrative Assistant

Company Description

At Robertson Immigration Law Firm in Raleigh, North Carolina, we are passionate about helping individuals and families navigate the U.S. immigration process. Our team is committed to providing compassionate, professional, and high-quality legal support to our clients during what can often be a complicated and stressful process. We believe that a successful law firm depends on a strong team keeping the office organized, supporting the attorney and legal staff, and making sure our clients receive excellent service. We are looking for a Bilingual Legal Administrative Assistant to join our team. This is a full-time, on-site position for someone who is highly organized, dependable, detail-oriented, bilingual in English and Spanish, and enjoys being the person who helps keep the attorney organized and on track.

Position Overview

The Administrative Assistant will work primarily alongside the attorney and receptionist, providing hands-on administrative support to the attorney and helping ensure that the attorney's daily responsibilities, appointments, files, and client follow-up are organized and running smoothly. This is not primarily a receptionist or front-desk position. The receptionist will handle most incoming calls, visitors, and general front-office communication. Instead, this position will focus heavily on supporting the attorney directly, assisting with client follow-up, organizing files and documents, scheduling, interpretation, preparation for meetings and events, and other administrative tasks that allow the attorney to work efficiently.

Key Responsibilities

Direct Support for the Attorney

• Provide day-to-day administrative support to the attorney.
• Help the attorney stay organized and prepared for meetings, consultations, appointments, hearings, events, and other professional obligations.
• Assist with organizing the attorney's schedule and coordinating appointments with clients.
• Help prepare documents, materials, files, and information the attorney needs for meetings and other activities.
• Organize and maintain the attorney's office and work area.
• Keep track of items that require the attorney's attention and help ensure that follow-up tasks are not overlooked.
• Assist the attorney with administrative projects and special assignments.
• Help the attorney prepare for and attend off-site meetings, community events, presentations, or other activities as needed.
• Assist with errands or administrative tasks related to the attorney's professional activities when appropriate.
• Work closely with the receptionist to ensure information and tasks are communicated effectively between the front office and attorney.

Client Follow-Up

• Follow up with clients after consultations or meetings to obtain information or documents that are still needed.
• Contact clients by telephone, text, email, or other approved methods when additional information is requested by the attorney or legal team.
• Help clients understand what documents or information they need to provide, based on instructions from the attorney or paralegal.
• Schedule appointments or follow-up meetings between clients and the attorney.
• Keep track of outstanding client documents and follow up as needed.
• Communicate professionally and respectfully with clients, particularly when requesting sensitive or personal information.
• Escalate legal questions or issues to the attorney or appropriate legal staff rather than providing independent legal advice.

File Organization, Audits, Document Management and Addressing Missing Documents

• Maintain organized physical and electronic client files.
• Return client files to their proper location after the attorney or staff has finished using them.
• Assist the attorney with locating and organizing client files and documents, and reviewing client files for missing documents.
• Review files at the direction of the attorney or legal team to identify missing documents or information and maintaining lists of outstanding materials.
• Contact clients to request documents or information that are still needed.
• Organize documents received from clients and ensure they are routed to the appropriate attorney or staff member.
• Assist with keeping the attorney's files organized and easy to access.
• Help maintain an orderly and efficient filing system.

Bilingual Interpretation and Client Communication

• Provide English-Spanish interpretation for the attorney during legal consultations, meetings, telephone calls, and other interactions.
• Assist the attorney in communicating effectively with Spanish-speaking clients.
• Interpret accurately and professionally without changing or adding to the attorney's statements.
• Assist with basic Spanish-English administrative communication when needed.
• Maintain strict confidentiality when interpreting sensitive client information.

Scheduling and Coordination

• Assist the attorney with scheduling client meetings, consultations, follow-ups, and other appointments.
• Coordinate with the receptionist regarding the attorney's schedule and client appointments.
• Help ensure that the attorney has the correct files, documents, and information before scheduled meetings.
• Communicate scheduling changes and important updates to the appropriate staff members.

Social Media

• Assist the attorney in recording and publishing social media posts to increase client awareness of the situation surrounding immigration and reinforcing the importance of legal representation

Receptionist and Office Team Support

The receptionist will remain primarily responsible for incoming calls, visitors, and general front-desk responsibilities. The Administrative Assistant will work closely with the receptionist to ensure that information is communicated effectively and that clients receive consistent service.

Responsibilities may include:

• Coordinating with the receptionist regarding client appointments and attorney availability.
• Providing the receptionist with information needed to schedule or assist clients.
• Helping resolve administrative issues that require attorney involvement.
• Making sure documents or messages received by the receptionist are routed to the appropriate person.
• Assisting the receptionist when needed during particularly busy periods, while maintaining the primary focus on attorney support.

Qualifications

Required:

• Fluent in English and Spanish, both spoken and written.
• Excellent organizational and time-management skills.
• Strong attention to detail.
• Professional and confident communication skills.
• Ability to work independently and take initiative.
• Ability to prioritize multiple tasks and changing priorities.
• Dependable, punctual, and responsible.
• Comfortable working directly with the attorney and taking direction.
• Able to securely handle confidential and sensitive client information.
• Comfortable communicating with clients in person, by phone, text, and email.
• Willingness to learn about immigration law and the firm's procedures.

Preferred:

• Previous administrative or executive-assistant experience.
• Experience supporting the attorney, executive, manager, or other professional.
• Previous law-office experience.
• Experience with client follow-up or document collection.
• Familiarity with immigration terminology or the U.S. immigration process.
• Experience with Microsoft Office, Google Workspace, or legal case-management software.

Immigration law experience is helpful but not required. We are looking for someone who is organized, motivated, dependable, and eager to learn. Recent graduates are encouraged to apply.

The Ideal Candidate

The right person for this position is someone who enjoys being the person the attorney can rely on. 

You should be someone who:

• Notices when something needs to be done and takes initiative.
• Keeps track of details and follows through.
• Is comfortable reminding the attorney about appointments, tasks, or items that need attention.
• Enjoys organizing files, documents, schedules, and information.
• Is comfortable communicating with clients.
• Can work independently but knows when to ask questions.
• Is professional, friendly, and patient with clients.
• Understands that immigration clients may be dealing with stressful and highly personal circumstances.
• Is willing to learn and become increasingly knowledgeable about the firm's work.

You do not need to know immigration law when you start. What matters most is that you are organized, dependable, proactive, bilingual, and willing to learn.

Work Environment

This is a full-time, on-site position in our Raleigh, North Carolina office.

You will work closely with the attorney and receptionist on a daily basis. The position involves a combination of administrative work at the office, client communication, document and file organization, scheduling, interpretation, and occasional off-site assistance with ]]> <