Job Description This is a remote position. Role Name: Administrative Assistant/Legal Assistant Schedule: Monday through Friday, 9:00 AM to 5:00 PM Eastern Time (37.5 hours per week, 7.5 hours per day plus a 30-minute unpaid break). Client Timezone: PST - Canada Client Overview Join a dynamic and growing immigration and refugee law firm that makes a meaningful difference in people’s lives every day. This specialized practice focuses exclusively on helping immigrants and refugees navigate their journey to building new lives, providing crucial legal support during some of the most important moments in their clients’ lives. The firm operates with cutting-edge legal technology and maintains a supportive, growth-oriented environment where your contributions directly impact both the business success and the lives of diverse clients from worldwide. Job Description This is an exciting opportunity to become the backbone of a thriving immigration law practice where no two days are the same. You’ll work directly with the firm owner in a collaborative environment, managing everything from client communications and legal document preparation to financial operations and workflow coordination. As the firm’s trusted administrative partner, you’ll gain valuable exposure to Canadian immigration law while building expertise in legal practice management. With the firm positioned for significant growth over the next year, this role offers exceptional potential for professional development and increased responsibilities as you grow alongside the practice. Responsibilities Manage firm emails and maintain a well-organized digital filing system (via Clio, OneDrive and other software). Monitor the principal lawyer’s email inbox and assist with prioritizing and organizing messages. Arrange the principal lawyer’s daily schedule, including appointments, court appearances, and internal deadlines. Record and track the lawyers' and clerks’ billable time based on email correspondence and calendar activities. Prepare retainer agreements and client consents using firm templates. Draft legal and administrative documents and forms with accuracy and attention to formatting based on clients’ information and firm templates for lawyer’s review. Handle general bookkeeping in Clio, including: logging disbursements, issuing invoices, tracking payments, and saving all receipts for firm’s bookkeeper and accountant. Use CRM and CMS systems to manage client information and workflow. Coordinate the principal lawyer’s business travel arrangements and assist with calendar management. Prepare professional presentations and support internal project coordination. Provide document translation and multilingual communication assistance. Offer administrative support to legal clerks and assist with case follow-up tasks as needed. Serve as the first point of contact for new client inquiries via email and phone. Conduct intake calls and qualify leads for consultations and retainers. Collect and verify client identification and required documentation. Confirm appointments, send reminders via Clio (text messages and emails), and ensure timely follow-up communication. Collect due payments and maintain accurate payment and billing records. Generate referrals from satisfied clients and support client relationship development. Make occasional cold calls to follow up on leads and re-engage past contacts. Navigate Clio for client file tracking, workflow automation, and intake pipeline management. Process client payments including e-transfers, credit card transactions, and expense reimbursements. Support firm marketing by scheduling and posting pre-prepared content to the firm’s website and social media platforms (LinkedIn, Instagram, YouTube, Twitter, etc). Monitor and update task lists within Clio to ensure timely follow-up and no missed steps in client files. Coordinate with other team members to ensure smooth workflow and support across legal and administrative function. Requirements Exceptional attention to detail with ability to follow established processes and maintain accuracy under pressure MUST HAVE A WINDOWS OS COMPUTER Experience with CLIO - is highly preferred. Bilingual capabilities strongly preferred (Spanish, Filipino, or other languages) to serve diverse immigrant clientele effectively Proficiency with Microsoft Office suite and eagerness to learn specialized legal software (comprehensive training provided) Strong independent work ethic with ability to manage responsibilities with minimal supervision after initial training Previous legal administrative experience preferred but not required Commitment to long-term employment and professional growth within the organization Reliable high-speed internet connection and professional home office setup for remote work Cultural sensitivity and genuine interest in supporting immigrant and refugee communities Flexibility to adapt to growing workload as the firm expands its client base Professional communication skills for interacting with clients, courts, and legal professionals Fluent in English Requirements Exceptional attention to detail with ability to follow established processes and maintain accuracy under pressure Experience with CLIO - is highly preferred. Bilingual capabilities strongly preferred (Spanish, Filipino, or other languages) to serve diverse immigrant clientele effectively Proficiency with Microsoft Office suite and eagerness to learn specialized legal software (comprehensive training provided) Strong independent work ethic with ability to manage responsibilities with minimal supervision after initial training Previous legal administrative experience preferred but not required Commitment to long-term employment and professional growth within the organization Reliable high-speed internet connection and professional home office setup for remote work Cultural sensitivity and genuine interest in supporting immigrant and refugee communities Flexibility to adapt to growing workload as the firm expands its client base Professional communication skills for interacting with clients, courts, and legal professionals