Executive Assistant

Jacobs & Schlesinger LLP is an immigration law firm dedicated to serving the immigrant community with respect, professionalism, and cultural competence. We are seeking an exceptionally organized, proactive, bilingual Executive Assistant to work directly with the firm’s founder and managing attorney.

This is a high-trust, high-impact role for someone who enjoys bringing order to a busy professional environment, communicating with warmth and clarity, and helping a principal attorney stay organized, prepared, and focused on the work that only she can do: practicing law, serving clients, leading the team, and growing the firm.

About the Role

The Executive Assistant will serve as the founder and managing attorney’s right hand. This person will manage communications, calendars, follow-up items, consultation preparation, case-tracking support, and day-to-day administrative priorities. The role requires sound judgment, discretion, strong follow-through, and the ability to keep multiple moving pieces organized in a fast-paced immigration law practice.

The Executive Assistant will also serve as a key liaison between the principal attorney, clients, potential clients, and members of the firm’s team. The ideal candidate is customer-service oriented, detail-driven, calm under pressure, and comfortable taking initiative while maintaining professional and collegial relationships with others.

What You’ll Do

Provide high-level executive and administrative support to the founder and managing attorney, including managing priorities, maintaining calendars, tracking follow-up items, preparing task lists, and helping structure the attorney’s day.

Review, organize, route, and respond to emails on behalf of or in coordination with the principal attorney, as appropriate. Identify urgent messages, flag priorities, draft responses, and direct emails and calls to the correct person on the team.

Serve as a professional and responsive point of contact for clients, potential clients, attorneys, vendors, and other contacts, using sound judgment to determine what should be handled independently, delegated, or escalated.

Assist with consultation preparation by reviewing intake information, confirming consultation details, organizing background materials, identifying missing information, and ensuring the principal attorney is prepared before each meeting.

Follow up with potential clients after consultations, track pending engagement decisions, coordinate next steps, send appropriate follow-up communications, and help ensure that prospective clients receive timely and professional attention.

Track the progress of active immigration cases and keep the principal attorney informed about key developments, upcoming deadlines, pending tasks, outstanding client items, and matters requiring attorney review or follow-up.

Monitor internal case-tracking systems, follow up with team members regarding open tasks, help maintain organized matter records, and prepare brief status updates as needed. This role does not involve providing legal advice or performing attorney-level legal work.

Coordinate scheduling and calendaring for consultations, internal meetings, client meetings, calls, deadlines, reminders, and follow-up items. Confirm meetings, organize materials, and help ensure the principal attorney is prepared and on time.

Handle administrative tasks that improve the efficiency of the firm and the principal attorney’s workflow, including maintaining task lists, organizing digital files, coordinating communications, preparing meeting materials, tracking follow-ups, and improving systems for organization and accountability.

Provide limited personal administrative support for the principal attorney, expected to comprise approximately 15% of the role, such as scheduling and calendaring medical appointments, coordinating personal appointments, managing reminders, and assisting with other limited personal scheduling or organizational tasks.

What We’re Looking For

At least three years of administrative, executive support, office coordination, or related professional experience.

Ability to read, write, and speak both English and Spanish.

Excellent research, writing, verbal communication, and active listening skills.

A customer-service orientation and the ability to communicate professionally, clearly, and respectfully with clients, potential clients, attorneys, team members, and outside contacts.

Strong organizational skills, keen attention to det…