We are seeking a highly organised and detail-oriented Legal Assistant to support our team of lawyers and licensed immigration advisers across immigration and property law matters. This position plays a vital role in the day-to-day operations of the firm, ensuring the efficient handling of legal files, accurate documentation, and exceptional client service. The successful candidate must demonstrate discretion, professionalism, and the ability to manage confidential information with integrity.

Key Responsibilities:

1. Legal and Administrative Support

  • Prepare, draft, and process legal documents, contracts, immigration forms, and property transaction files.
  • Maintain and manage accurate and up-to-date client records and case files, both electronically and physically.
  • Support lawyers and immigration advisers in managing active case files, deadlines, and procedural requirements.

2. Client Communication

  • Liaise with clients to gather necessary information and documentation.
  • Respond to general enquiries and provide regular updates regarding the status of immigration and property-related matters.
  • Schedule client appointments, consultations, and follow-up meetings.
  • Attend incoming phone calls, take clear messages, and direct calls to the appropriate lawyer or adviser as needed.

3. Diary and Calendar Management

  • Coordinate calendars for multiple legal professionals, including meetings, deadlines, and settlement dates.
  • Monitor time-sensitive matters such as immigration lodgement deadlines and property settlement schedules.

4. Application and Document Filing

  • Assist in compiling and submitting immigration applications to Immigration New Zealand and other authorities.
  • Prepare and file legal documents relating to conveyancing, including sale and purchase agreements, settlement statements, and titles.
  • Track and update the progress of all applications and legal processes.

5. Compliance, Confidentiality, and Record-Keeping

  • Ensure strict compliance with immigration, legal, and firm regulations.
  • Maintain confidentiality of all client and case information in line with legal and professional standards.
  • Accurately record client interactions and case progress in firm CRM systems.

Skills and Requirements:

  • A minimum of 2 years’ relevant work experience in the legal sector, OR a relevant Level 5 Diploma in Legal Studies.
  • Strong knowledge of legal and administrative procedures.
  • Excellent verbal and written communication skills.
  • High level of professionalism and ability to manage sensitive and confidential information.
  • Proficiency in Microsoft Office and legal document/case management systems.
  • Strong organisational and time management skills, with the ability to multitask and meet deadlines.
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