Team Assistant

Are you looking to excel in a dynamic and supportive workplace? Our boutique US immigration law firm is growing, and we’re looking for a dedicated Team Assistant to be part of this exciting journey!

At Flynn Hodkinson, we specialise in delivering top-tier, personalised US immigration services to a diverse clientele, including businesses, tech innovators, entertainers, entrepreneurs, and high-net-worth individuals. Our mission is to deliver exceptional immigration solutions by transforming our collective knowledge and expertise into impactful results for our clients. We are dedicated to providing the highest level of trusted and personalized service, operating with integrity and transparency to achieve the best outcomes for every client we serve.

We take pride in fostering a dynamic and supportive environment where each team member's contributions truly make a difference. Our open and accessible culture promotes communication and collaboration, encouraging innovation and welcoming new ideas that drive our success. We believe that every employee plays a crucial role in shaping our future direction, especially during this exciting time of change.

Our commitment to learning and development ensures that you have the resources and support to advance your career through structured pathways tailored to your ambitions. We also understand that work should be enjoyable; therefore, we prioritise team-building activities and moments of fun to strengthen our collective bond.

As a Team Assistant, you’ll play a pivotal role in supporting our team with administrative tasks, ensuring smooth operations and exceptional service delivery. Your responsibilities will include:

• Open client files in our firm’s case management system, Leap, draft engagement agreements for lawyers’ review and send to client;
• Organize and schedule client meetings and potential client consultations for Lawyers;
• Assist with the billing and accounting function in Leap and Xero, e.g. invoicing, chasing debtors, taking payments via credit/debit card, receipting payments and updating our accounting system to ensure the active clients are paying their invoices;
• Assist with liaising with firm’s accountant and bookkeeper as needed;
• Assist Lawyers and Client Support Assistants with drafting US visa application forms (including DS-160, DS-260 and USCIS forms), booking interview application appointments at US consular posts, preparing embassy packs for clients to bring to their visa application interview;
• Assisting with sending time-sensitive petitions and application to the US government via Federal Express and mail management;
• Liaising with our outside tech support as needed;
• Have experience with GDPR Data Protection to assist with ensuring the firm is following GDPR rules and responding to Subject Access Requests;
• Assist with organising monthly firm office lunch meetings; office events such as the Christmas party;
• Assist with updating the firm office manual and handbook on an annual basis;
• Assist the Office Manager with organizing induction programmes for new employees, sending the office handbook and manual to new employees and ensure they are reviewed, liaise with our firm’s payroll clerk when setting up a new employee on payroll;
• Assist Office Manager and Lawyers with office management projects or research as needed.

Desired Skills and Experience:

• A Legal Secretary or General Secretarial Certification/Diploma is preferred, or a minimum of two years’ administrative experience in a law firm or professional services setting.
• Excellent organizational skills with the ability to manage multiple case files, track deadlines, and handle urgent filings efficiently.
• Excellent written and verbal communication skills.
• High attention to detail when preparing and reviewing documents to ensure accuracy and compliance.
• High proficiency in Microsoft Office (Word, Excel, Outlook) and Adobe Acrobat, with experience in electronic case filing and document management.
• Ability to work collaboratively in a team-oriented legal environment while taking ownership of tasks and responsibilities.
• Detail-oriented mindset with a proactive approach to tasks, ensuring accuracy and efficiency.
• Solid understanding of office procedures and administrative tasks, including filing and record management.
• Knowledge of or willingness to learn U.S. immigration processes, visa categories, nationality laws, and relevant government agencies (e.g., USCIS, DOS, ICE).
• Familiarity with legal case management software (e.g., Leap, LawLogix, INSZoom) and accounting software such as Xero is a plus.

At Flynn Hodkinson, we believe that our people are our greatest asset, and we are committed to supporting their well-being—both inside and outside of work. We strive to provide a comprehensive benefits package that promotes health, financial security, and work-life balance.

Employee Benefits Include:

• Private Healthcare through Aviva, including 24/7 Digital GP access with Dental and Optical reimbursement.
• Employee Assistance Program (EAP) offering mental health support, employee discounts, and wellbeing hub.
• Hybrid work policy – 2 days work from home.
• 31 Days of Leave – 23 days of annual leave (including 3 days to be taken during the Christmas shutdown) plus 8 bank holidays.

At our firm, you’ll have the opportunity to make a meaningful impact and contribute to our ongoing success story. As we continue to grow, you’ll grow with us, enjoying ample opportunities for personal development in a supportive environment where your skills and ideas are valued. By joining our team, you will be part of a culture that values excellence and actively supports outstanding performance. Your role will genuinely impact our firm’s future, and together, we will achieve extraordinary things. Join us today and be part of something exceptional!