Administrative Assistant - Immigration Legal Team

About the role

Fragomen is looking for a proactive, organized and detail-oriented Administrative Assistant to support its Legal team in Costa Rica. The role provides administrative and operational support to attorneys and immigration professionals throughout the immigration process, coordinating documentation, government and consular fee requests, vendor services, appointments and other administrative activities so that immigration matters move efficiently. It is a collaborative, fast-paced position within the immigration and legal services field.

Key responsibilities

• Provide day-to-day administrative and operational support to attorneys and immigration professionals on the Costa Rica Legal team.
• Support the initiation and administrative processing of immigration matters in the firm's case management systems.
• Coordinate documentation for immigration processes, including document preparation, signature collection, passport copies, stamping and organization of physical and electronic files.
• Prepare initial drafts of standard support letters and other routine documentation following established templates and instructions.
• Coordinate services with internal teams and external vendors, including translation, notary, transportation and documentation services.
• Request and track purchase orders and provide supporting documentation for approved vendor services.
• Coordinate government, consular and other immigration-related fee requests with the Finance team.
• Schedule and coordinate appointments and logistics with government authorities, vendors, clients and foreign nationals.
• Maintain accurate records in firm systems, following timelines and confidentiality requirements.
• Communicate progress, pending items and issues to the right people and escalate matters when guidance is needed.

Required profile

• High school diploma required; technical, university or other relevant post-secondary studies preferred.
• Previous experience in an administrative, legal support, customer service or professional services environment preferred.
• Strong organizational skills, attention to detail and ability to manage several tasks and meet deadlines.
• Ability to follow procedures, handle confidential information discreetly and work in a fast-paced, team-oriented environment.
• English proficiency appropriate to the responsibilities of the position.

Required skills

• Proficiency with Microsoft Office, including Word, Outlook and Excel.
• Strong interpersonal and communication skills.