Administrative Assistant (English/Spanish)

Job Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the Detained Intake Department. The ideal candidate will assist with client intake processes, document collection, scheduling, follow-up tasks, translation support, and various administrative functions. This role plays a critical part in ensuring efficient communication between clients, attorneys, and internal teams while maintaining accurate records and timely follow-up on pending matters.

Key Responsibilities

• Schedule and coordinate jail visits and confidential attorney-client calls
• Conduct client intake interviews and accurately document all information gathered
• Follow up with clients on outstanding attorney questions and requests for additional documents
• Collect and organize client documentation needed for attorney review and case preparation
• Assist with translation during confidential attorney-client calls
• Maintain accurate records and case notes in the firm's systems — updated, complete, and on time
• Monitor pending tasks and proactively follow up to ensure nothing sits idle
• Coordinate across departments — attorneys, intake coordinators, consultation coordinators — to keep cases moving
• Help clients navigate document submission so they are never left guessing what comes next
• Support administrative projects and departmental initiatives as assigned
• Handle all client information with strict confidentiality and professionalism

Required Qualifications

• Minimum 2 years of experience in an administrative, intake, customer service, or related role
• Fully bilingual in English and Spanish — written and verbal (required)
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent verbal and written communication skills
• Proficiency with Microsoft Office and case management systems
• Tech-savvy with the ability to quickly learn new software platforms
• High level of professionalism, discretion, and confidentiality
• Ability to work independently while collaborating effectively with a team

Preferred Qualifications

• Experience in an immigration law firm or legal environment
• Knowledge of immigration terminology and processes
• Experience conducting client intakes and document collection
• Familiarity with HubSpot, Monday.com, Filevine, Vinesign, or similar platforms

Why Join Us?

• Be part of a mission-driven immigration law firm making a meaningful impact on clients' lives
• Work in a collaborative, supportive environment where your contributions are recognized
• Grow your career in the legal field alongside a team committed to excellence and compassion

Note to Recruiters and Third-Party Agencies:
We truly appreciate your interest and the work you do to support talent acquisition. However, at this time, we are not engaging with external recruiters or third-party agencies for this role. Thank you for respecting our process.

Equal Opportunity Employer Statement:

Rivas & Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.