Executive Assistant

About Jacobs & Schlesinger LLP

Jacobs & Schlesinger LLP is a law firm specializing in immigration, committed to serving the immigrant community with professionalism, respect, and cultural awareness. They seek a highly organized, proactive bilingual Executive Assistant to support the firm's founder and managing attorney.

Role Overview

The Executive Assistant acts as the primary support to the founder and managing attorney, handling communications, calendar management, follow-ups, preparation for consultations, case tracking assistance, and daily administrative priorities. This position demands discretion, sound judgment, and meticulous organization in a dynamic immigration law environment.

Key Responsibilities

• Deliver executive and administrative support by managing priorities, calendars, task lists, and daily structure for the attorney.
• Organize and manage email communications, identifying urgent messages, drafting replies, and directing correspondence appropriately.
• Serve as a professional liaison for clients, potential clients, attorneys, vendors, and internal team members, applying sound decision-making regarding task handling.
• Assist with consultation preparations by reviewing intake data, confirming details, organizing materials, and ensuring the attorney's readiness.
• Manage follow-up with potential clients post-consultation, tracking engagement progress and coordinating next steps to maintain prompt, professional attention.
• Monitor active immigration cases, updating the attorney on crucial developments, deadlines, pending tasks, client information, and review needs.
• Support internal case tracking by liaising with team members on open tasks, maintaining organized matter files, and preparing status summaries as needed.
• Coordinate scheduling for consultations, meetings, calls, deadlines, and reminders, confirming and organizing preparatory materials.
• Perform administrative tasks to streamline workflow, such as maintaining task lists, organizing digital files, preparing meeting materials, and enhancing organizational systems.
• Provide limited personal administrative assistance to the managing attorney, including scheduling and managing personal appointments (~15% of duties).

Candidate Profile

• Minimum of three years' experience in administrative, executive support, or office coordination roles.
• Fluent in English and Spanish, with strong reading, writing, verbal, and listening abilities.
• Customer-oriented communicator capable of professional and clear interaction with diverse stakeholders.
• Excellent organizational and time-management skills with the ability to juggle multiple priorities and meet deadlines.
• Demonstrated independence and initiative, while maintaining collaborative relationships.
• Proficiency in G-Suite and adaptability to legal practice software, including document management, task tracking, and client management systems.
• Ability to handle confidential information with utmost discretion.
• Commitment to the mission of serving the immigrant community respectfully and competently.

Preferred Qualifications

• Five+ years of experience in a law firm or legal department.
• Previous work in immigration law strongly preferred.
• Paralegal certification or equivalent education and experience.
• Bachelor’s degree in any discipline.
• Experience in roles such as executive assistant, legal assistant, chief of staff, office manager, or paralegal.
• Background supporting senior attorneys or business owners.
• Familiarity with client intake, consultation scheduling, client follow-up, case management, or CRM systems.

Work Environment & Physical Considerations

The role involves frequent computer use, communication via email and phone, document preparation, meetings coordination, occasional event support, errands, and light lifting. Reasonable accommodations will be provided as required by law.

Why Join?

This is a meaningful opportunity to contribute to a mission-focused immigration law practice. The Executive Assistant ensures the founder and managing attorney remain efficient and prepared while supporting a dedicated team assisting clients with important immigration issues. Ideal candidates are dependable, discreet, highly organized, bilingual, and thrive in a fast-paced setting.