Administrative Associate (Legal)

The Administrative Associate is a member of the Williams Lea team delivering exceptional administrative support and customer service to our legal client locations. 

Essential Functions: 

• Monitors multiple email inboxes to complete daily tasks 

• Uploads, renames and organizes immigration legal documents  

• Organizes and maintains digital files and folders for both internal and external clients 

• Conducts in-depth research of documents as needed 

• Maintains and inputs information on various data storage sites 

• Prepares and circulates multiple daily reminder emails and reports 

• Gathers reporting statistics directly related to client billing and firm’s filing. 

• Prepares and submits invoices for multiple vendors 

• Performs data entry with high level of accuracy 

• Works under time constraints to meet deadlines 

• Performs quality check on  own and other’s work product for high level of accuracy 

• Reports any errors in documents 

• Handles sensitive and personal information with high level of integrity 

• Communicates directly and effectively and respectfully with co-workers, firm, and firm’s clients and associates. 

• Uses job tracking software to log in and out of all tasks for internal tracking purposes 

• Performs quality assurance check of specific tasks of attorney’s/paralegals. 

• Other duties as requested by the client and management 

Qualifications: 

Specific Technical Skills: 

• Must be proficient in MS Office, including Outlook, Word, Excel and PDF creating and editing. 

Performance Traits:  

• Proven customer service skills, preferably in a professional services enviornment,  required in order to create, maintain and enhance client and firm’s relationships 

• Excellent organizational skills and ability to manage multiple assignments simultaneously. 

• Exceptional communication skills (written and verbal), communicating directly with clients, attorneys at firm, and management. 

• Knowledge of proper grammar, spelling, and language usage, as well as professional business correspondence formatting. 

• Able to make independent decisions that conform to business needs and policy. 

• Able to maintain confidentiality of sensitive materials/documents and a strong attention to detail. 

• Able to troubleshoot tasks or concerns on own; understands when to escalate a problem to a supervisory level 

• Provides solutions to client’s concerns and anticipates clients needs to provide high level of data integrity 

• Able to maintain professional composure when working with immediate deadlines  

• Able to work both independently and collaboratively as part of a team  

• Able to work in a fast-paced environment and works well under pressure. 

• Able to prioritize work to balance multiple projects and deadlines. 

• Highly professional approach to responding to requests and demonstrated ability to provide quality customer service to attorneys.  

• Follow Standard Operation procedures outlined by client for data integrity and daily tasks. 

• Demonstrated self-starter with the desire to show ownership and commitment to the job.  

• Energetic and positive personality, willing to go above and beyond to meet client expectations 

Education/Training/Certifications:  

• Associate degree, preferred  

Minimum Years of Experience Required: 

• One to Three years of similar work experience in a professional services firm. (Banking, legal, human resources, academic, or corporate office environments preferred)