LEGAL ADMINISTRATIVE ASSISTANT

The Agency: Americans for Immigrant Justice (AI Justice), an award-winning not-for-profit legal services organization founded in 1996 to protect and promote the basic human rights of immigrants, has a multicultural and a multilingual staff. AI Justice has represented clients from around the world and is recognized as a powerful advocate and national leader for immigrants' rights. AI Justice works closely with traditional civil rights groups as well as grassroots organizations and local, state and national government officials to affect positive change in immigration policies.

Position Summary

AI Justice seeks a highly organized, detail-oriented Legal Administrative Assistant to serve as the first point of contact for clients and visitors while providing essential legal and administrative support. This hybrid role combines front desk operations, legal assistant responsibilities, and case management support through Legal Server (legal database). The ideal candidate is professional, compassionate, technologically proficient, and capable of managing multiple priorities in a fast-paced legal environment. This position plays a vital role in ensuring exceptional client service, efficient office operations, and timely support of legal service delivery. Duties and Responsibilities

• Welcome visitors, community partners, and vendors in a professional and courteous manner.
• Answer and manage a high volume of incoming calls using a computerized phone system.
• Provide information regarding AI Justice services and conduct preliminary eligibility screenings.
• Route calls, visitors, and inquiries to appropriate staff members or external referral sources.
• Schedule appointments and assist clients with general intake procedures.
• Maintain a welcoming, organized, and professional reception area.
• Serve as a liaison between clients and legal staff, ensuring positive client experience.
• Manage incoming and outgoing mail operations, including daily mail pickup, sorting, distribution to appropriate staff, forwarding mail to remote employees or designated locations, processing certified and express mail, and ensuring timely handling of sensitive legal correspondence.
• Maintain office supply and legal forms inventory, ensuring adequate stock of supplies, client-facing materials, case filing resources, and operational equipment necessary to support front office, administrative, and legal service functions. Assist with onboarding tasks, internal communications, and administrative projects.
• Support office operations to ensure attorneys and legal staff have the resources necessary to serve clients effectively.
• Assist with training new staff on front desk procedures and office protocols.
• Perform other duties as assigned in support of AI Justice's mission and legal programs. Legal Assistant and Case Support-
• Track filing deadlines, hearing notices, receipts, and delivery confirmations with-in Legal Server.
• Process incoming legal correspondence and distribute documents to legal staff promptly.

Qualifications

Required

• High school diploma or equivalent; Associate's degree preferred.
• Minimum one two of experience in a receptionist, legal assistant, administrative assistant, or related role.
• Fluency in English and Spanish required; Haitian Creole strongly preferred.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams).
• Strong data entry and database management skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to handle sensitive and confidential information professionally.
• Commitment to serving diverse and vulnerable populations.
• Reliable transportation.
• Ability to successfully complete an extensive background screening.

Preferred

• Experience working in immigration law, legal services, nonprofit organizations, or public interest law.
• Experience with Legal Server or another legal case management system.
• Bachelor's degree.
• Experience working with immigrant communities.
• Knowledge of legal filing procedures and case management practices.

Core Competencies

• Client-centered service
• Professionalism and discretion
• Organization and time management
• Attention to detail
• Problem-solving and initiative
• Technology proficiency
• Adaptability and flexibility
• Cultural competency
• Collaboration and teamwork

Physical and Work Environment This position is primarily office-based and requires regular interaction with staff, and visitors. The role involves prolonged computer use, data entry, telephone communication, and occasional lifting of office supplies and files.

Location: Brickell Miami, FL

Salary & Benefits: Salary commensurate with experience. AI Justice offers a comprehensive benefits package, including excellent health, vision, and dental, and life insurance coverage; 15 paid days of vacation leave; 14 paid holidays; 10 paid health days. It also includes a Tri Rail discount commuter benefit. After one year of employment, staff are entitled to paid parental leave and up to 3% matching employer contribution to 403(b) retirement plan with increase eligibility thereafter.

How to apply

Please submit cover letter, resume, writing sample, and 3 references to careers@aijustice.org, with subject line "LEGAL ADMINISTRATIVE ASSISTANT"

Interviews: Top candidates will be invited to interview and submit references.

APPLICATION DEADLINE: OPEN UNTIL FILLED

AI Justice offers a comprehensive benefits package, including excellent health, vision, and dental, and life insurance coverage; 15 paid days of vacation leave; 14 paid holidays; 10 paid health days. It also includes a Tri Rail discount commuter benefit. After one year of employment, staff are entitled to paid parental leave and up to 3% matching employer contribution to 403(b) retirement plan with increase eligibility thereafter.

Fluency in English and Spanish required; Haitian Creole strongly preferred.