What are the responsibilities and job description for the Immigration Legal Assistant position at HireHawk?
About the Role
As the Immigration Legal Assistant, you will be at the center of the firm's daily client communication and office operations. You will handle incoming calls, support prospective and existing clients, coordinate intake, collect documents and information, manage follow-ups, assist with scheduling, and help ensure matters stay organized and on track.
This role is especially well suited to an experienced Legal Assistant who enjoys working directly with people and keeping an office running smoothly. It is not primarily a substantive paralegal position, and a law degree is not required.
Prior immigration experience is welcome but not necessary. the firm is willing to train the right person on immigration processes if you already bring strong law-office fundamentals, professionalism, and client-service skills.
Responsibilities
- Serve as a dependable first point of contact for prospective and existing clients by answering incoming calls and responding professionally to client needs.
- Guide prospective clients through the intake process and collect the information needed for the firm to evaluate and begin matters.
- Build strong client relationships through timely communication, clear follow-up, and a consistently helpful experience.
- Follow up with clients for missing information, documents, signatures, and other materials needed to keep their matters progressing.
- Maintain calendars, appointments, deadlines, and scheduling so attorneys and clients know what is coming next.
- Keep client files, records, documents, and administrative information organized and accessible.
- Support the attorney with day-to-day legal and administrative needs as matters move through the immigration process.
- Track multiple client follow-ups and priorities independently without allowing important details to fall through the cracks.
- Learn the firm's immigration workflows and processes and become a knowledgeable resource for routine client questions and next steps.
- Help create a reliable, organized daytime office presence that improves both client service and internal operations.
Requirements
Must-Have:
- Previous Legal Assistant or comparable law-office experience, with 1-3 years preferred.
- Experience communicating directly with clients, including handling calls, questions, and follow-ups professionally.
- Strong administrative skills, including calendaring, scheduling, file management, and document organization.
- Clear and professional written and verbal communication skills.
- Ability to manage multiple client follow-ups, deadlines, and priorities independently.
- A friendly, responsive, service-oriented approach and genuine interest in helping clients have a positive experience with the firm.
Nice to Have:
- Previous experience working in an immigration law practice.
- Legal studies, legal assistant training, or other relevant legal education.
- Experience conducting new-client intake in a law firm or professional-services environment.
- Familiarity with legal case-management, calendaring, or document-management systems.
- Experience working independently in a small law-office setting.