Executive Assistant – US Immigration Law Firm (Remote)

About the Client

A US immigration law firm specializing in business, investor, and family-based immigration matters is seeking an Executive Assistant to support its Managing Partner. The firm relies on precise document handling, deadline tracking, and seamless client coordination to ensure timely follow-ups with clients, attorneys, and paralegals.

The role involves managing the Managing Partner’s calendar, inbox, client correspondence, case documentation, and firm operations. Success is measured by ensuring the Managing Partner focuses on client strategy, no deadlines or follow-ups are missed, and case records in Salesforce remain current.

Core Responsibilities

Calendar & Schedule Management

• Manage the Managing Partner’s calendar, including client consultations, partner meetings, and personal commitments.
• Coordinate availability across multiple calendars, confirm meeting logistics, dial-ins, and materials.
• Resolve scheduling conflicts and double-bookings.

Inbox & Correspondence

• Triage the Managing Partner’s email, handling or delegating non-priority items.
• Draft follow-up emails post-consultations, covering discussion points, filing options, and next steps.
• Prepare cost breakdowns, document requests, and status updates using call transcripts and notes.
• Draft internal communications and firm announcements on behalf of the Managing Partner.

Client & Case Coordination

• Request intake documents (e.g., passport bio pages, CVs, immigration status evidence) before consultations.
• Collect supporting materials for active cases (financial records, business documents, employer letters, LCAs).
• Track case status, filing deadlines, and status-expiration dates, flagging time-sensitive items.
• Update case and contact records in Salesforce.

Meeting Support & Reporting

• Prepare agendas and briefing materials for client calls, partner meetings, and strategy sessions.
• Record and distribute meeting minutes with decisions, action items, owners, and deadlines.
• Summarize pipeline, billing, and production data from firm reports for partner reviews.

Research & Firm Liaison

• Research visa category requirements, procedural questions, and filing logistics.
• Screen and prioritize requests directed to the Managing Partner.
• Coordinate with attorneys, paralegals, and admin staff to advance matters efficiently.