Administrative Assistant

Job Description

Fragomen is a leading firm dedicated to immigration services worldwide. The firm has more than 6,000 immigration professionals and support staff in more than 60 offices across the Americas, EMEA and Asia Pacific. A member of the Am Law 100 and Am Law Global 100, Fragomen offers immigration support in more than 170 countries. Fragomen’s professionals are respected leaders in the immigration field, and the firm is regularly recognized as a leading employer of minority and female attorneys.

The firm supports all aspects of global immigration for corporate, academic, nonprofit, and individual clients, including strategic planning, quality management, reporting, case management and processing, compliance program counseling, representation in government investigations, government relations, complex matter solutions, and litigation.

Fragomen is a long-time leader in the immigration technology space and continues to lead the way in the digitization of the immigration journey. It has created Fragomen Technologies Inc., a Fragomen subsidiary focused on the nexus of law and technology to further enhance its technology offering.

These capabilities allow Fragomen to work in partnership with individuals and corporate clients across all industries to plan talent strategy, facilitate the transfer of employees worldwide, and navigate complex challenges.

About the role:

A leading global immigration services provider, is looking for an Administrative Assistant to join our team in the Houston Office. The Administrative Assistant will provide a high-level service, confidential administrative support, assisting our Legal Team, Customers, Clients, Vendors and coordinating Messengers on daily basis from Front desk, addressing the reception of calls and visits, offering an excellent service to both internal and external customers, reporting to Legal Operational Director, Finance and HR Managers.

Responsibilities: How will you make a difference as an Administrative Assistant?

• Receive and record the incoming documents and deliveries

• Meet assigned documents deadlines and communicate case progress/status/issues to Director.

• Learn procedural and processing requirements for various types of non-immigrant and immigrant visa petitions and applications (i.e. drafting and assembling non-immigrant and immigrant petitions and applications).

• Monitor and coordinate with the messenger the documents/ deliveries pick up and/or delivery

• Update and manage status reports

• General administrative duties as needed (i.e. emailing, copying, typing, etc.)

• Prepare the documents and packages, the airway bills, and in the case of packages deliveries, the commercial invoices and any other document required

• Request the documents and packages' collection

• Maintain client, vendors and internal colleagues contact information updated.

• Answer and address calls

• Provide additional administrative support to the department.

• Gather and maintain confidential client contact information in our system

• Organize, sort and distribute mail and other original documents

Qualifications and experience:

• Demonstrated ability to prioritize and balance competing demands and meet deadlines in a fast-paced professional services environment.

• Excellent communication and interpersonal skills, and ability to communicate effectively at all levels in person, by phone and by email.

• Ability to effectively manage and prioritize multiple people and various tasks simultaneously.

• Skilled in a variety of technology tools, including Microsoft Office.

• Ability to anticipate situations and respond quickly and professionally.

• Very strong organizational skills and excellent attention to detail.

• File and document management experience.

• Show interest in expanding knowledge and responsibilities in casework preparation for career plan

• Demonstrate flexibility and initiative regarding assignments for self and team.

• Proven experience in handling multiple deliverables efficiently.

• Ability to provide information and respond to requests for assistance with courtesy and tact.

• Must be a team player as well as self-motivated and committed to excellence in the workplace.

• Preferred recent graduated from law and International Relations

• Intermediate or advance English

• This is non remote work - applicants must live in Houston only