Immigration Administrative Assistant

Responsibilities

• Works with leadership and team members to be an extension of their day-to-day administrative functions.
• Communicates with fighters and their management to obtain information needed for the immigration process.
• Prepare travel letters for staff, fighters and fighters’ teams and contractors.
• Makes sure submissions received for travelers on the Business Traveler Questionnaire are monitored and actions are taken as directed.
• Prepares online visa applications, including but not limited to the DS-160, in draft for the Global Immigration Specialist team.
• Assists immigration team in scanning and copying immigration document/petitions for filing with USCIS to include preparation of courier labels and delivery to company mailroom or drop off to courier locations when needed.
• Prepares immigration profiles in INS Zoom.
• Maintains electronic and hard copy filing systems, ensuring all documents are appropriately filed, using designated nomenclature in various internal software systems.
• Works with other internal departments to promote departmental objectives.
• Creates and processes communications on behalf of leadership members.
• Schedules and coordinates meetings or other events and manages calendar of leadership as requested.
• Prepares presentations for meetings or other events as directed by assigned executive(s).
• Travel management and other similar administrative tasks.
• Prepares expense reports.
• Sets up and maintains office supplies inventory and processes order requests for additional supplies as needed.

Requirements

• Bachelor’s degree in business management or related area.
• Prior experience as a legal assistant is a plus.
• Outstanding organization, prioritization, analytical, and anticipatory skills.
• Solid project management and problem-solving skills.
• Ability to be internally inspired to perform a task to the best of one’s ability using his/her own drive or initiative.
• Must be flexible and responsive to evolving and changing business environment.
• Ability to communicate effectively, verbally and in writing with individuals in all levels of the organization.
• Ability to work independently and thrive in a multi-task, fast-paced environment.
• Excellent attention to detail.
• Able to maintain confidential information.
• Interest in moving into a specialist role is a plus.
• Knowledge and ability to work in Microsoft Excel, Word, PowerPoint, SharePoint and Outlook, and the ability to learn other basic computer programs.

Skills

• Knowledge and ability to work in Microsoft Excel, Word, PowerPoint, SharePoint and Outlook, and the ability to learn other basic computer programs.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Requires close vision and the ability to adjust focus.
• Frequent requirement to sit, talk and hear.
• Occasional lifting and/or moving large or heavy objects.

Work Conditions

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderately quiet.
• The work environment is primarily indoors.