About Rivas & Associates

Rivas & Associates is more than a law firm. We are a mission-driven team committed to making a real difference in people’s lives. Our focus is on delivering top-tier legal services with compassion, clarity, and respect. As we continue to grow, we are looking for passionate professionals who want to be part of something bigger -  a collaborative, fast paced environment where your work has purpose and your ideas matter. Join us in helping clients navigate life changing legal moments with confidence and care.

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.