Administrative Assistant - Immigration

Thompson Hine LLP, an AmLaw 200 firm consistently recognized for our Innovation, Inclusion, and collaborative culture, is seeking a full-time (37.5 hours per week) Administrative Assistant in our downtown Cleveland, Ohio office. This position will provide administrative and billing support for timekeepers in the Immigration Practice Group.

Responsibilities include but are not limited to the following:

• Work closely with the Finance Department, Billing Specialists, and timekeepers throughout the client billing process. Review and revise prebills, enter narrative edits, and coordinate with Billing Specialists to process and finalize invoices.
• Run conflict checks, open new clients and matters, and draft engagement letters for attorney review.
• Initiate new matters within the Immigration software application. Update as necessary.
• Draft and edit correspondence to send documents to clients.
• Read, sort, scan, and save and incoming mail. Ensure outgoing mail is timely delivered.
• Establish and maintain calendar, contact lists, and deadline reminder systems.
• Update Docket and Immigration software application with upcoming deadline dates and reminders.
• Prepare check requests and shipping labels for petitions.
• Schedule appointments and travel arrangements.

Qualified candidates will have:

• Outstanding software skills including advanced proficiency in Microsoft applications (Word, Excel, PowerPoint, Outlook) and general office equipment.
• Intermediate to proficient knowledge of PDF applications, document management systems, and time entry systems is preferred but not required.
• Strong interpersonal skills/high EQ and the desire to work effectively as a team.
• Excellent organizational skills and the ability to prioritize multiple tasks and complete them under time restraints.
• Exceptional writing and proofreading skills.
• Strong communication and problem-solving skills.

Required Qualifications:

• High school diploma or equivalent required.
• At least ten (10) years of combined experience providing administrative and/or legal support in a professional services environment. Experience providing Immigration practice support is a plus.

Applicants must be self-motivated, detail-oriented, and dependable, with the ability to work both independently and as part of a team to help support a high-volume practice. Strong interpersonal and client service skills are required, along with effective communication and the ability to build positive working relationships. Candidates must exercise sound judgment, maintain confidentiality, and adapt to changing priorities in a fast-paced environment.

Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The estimated salary range for this Cleveland position is $65,000 to $97,000.

This position requires the employee to work on-site at the Cleveland office on a schedule determined by the Manager to support departmental and Firm needs. The Firm offers flexibility in scheduling for this position; however, regular hours must fall within the range of 8:00 a.m. to 6:00 p.m. E.T., Monday through Friday, with an agreed-upon daily schedule established at hire. This position is also eligible to participate in a hybrid (in-office/remote) schedule upon successful completion of at least a 90-day training period. Occasional overtime and additional schedule flexibility may be required.

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