Administrative Assistant

Fragomen is seeking a proactive, organized, and detail-oriented Administrative Assistant to support our Legal team in Costa Rica.
This position provides administrative and operational support to attorneys and immigration professionals throughout different stages of the immigration process. The Administrative Assistant plays an important role in coordinating documentation, government and consular fee requests, vendor services, appointments, and other administrative activities that help ensure immigration matters progress efficiently and in accordance with established processes.
Working closely with attorneys, immigration professionals, Documentation, Finance, and external service providers, the Administrative Assistant will help coordinate day-to-day administrative activities across the Legal team. This is an excellent opportunity for someone who enjoys working in a collaborative, fast-paced professional environment and is interested in developing experience within the immigration and legal services field.
How will you make a difference as an Administrative Assistant at Fragomen?Provide day-to-day administrative and operational support to attorneys and immigration professionals across the Costa Rica Legal team.Support the initiation and administrative processing of immigration matters in the Firm's case management systems.Coordinate documentation required 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 the required supporting documentation for approved vendor services.Coordinate government, consular, and other immigration-related fee requests with the Finance team using established Firm processes.Schedule and coordinate appointments and logistical requirements with government authorities, vendors, clients, and foreign nationals, as needed.Support the preparation and organization of documents for filing and handoff to attorneys and immigration professionals.Maintain accurate records and timely updates in Firm systems and follow established processes, timelines, and confidentiality requirements.Communicate progress, pending items, or issues to the appropriate team members and escalate matters when additional guidance is required.Collaborate with the broader Legal team to support workload priorities and contribute to efficient case processing and high-quality client service.
Let's talk if you have the following:High school diploma required; technical, university, or other relevant post-secondary studies are preferred.Previous experience in an administrative, legal support, customer service, or professional services environment is preferred.Strong organizational skills and attention to detail.Ability to manage multiple tasks and priorities while meeting established deadlines.Strong interpersonal and communication skills and a collaborative approach to teamwork.Ability to follow established procedures and recognize when matters should be escalated for additional guidance.Ability to handle confidential and sensitive information with discretion.Proficiency with Microsoft Office applications, including Word, Outlook, and Excel.English proficiency appropriate to the responsibilities of the position.Willingness and ability to work in a fast-paced, team-oriented environment.