Administrative Assistant-Immigration Services

Canadian Migration Institution Inc.; Juan de Fuca Electoral Area; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a versatile Administrative Assistant to support its immigration consulting operations. In this dynamic role, you will manage office communications, assist with immigration applications, and contribute to marketing efforts. Your organizational skills will be essential as you handle client inquiries and maintain documentation. This position offers the opportunity to be part of a dedicated team focused on delivering high-quality, personalized services to clients navigating immigration pathways. If you are detail-oriented and passionate about helping others, this role could be the perfect fit for you.

Qualifications

• 1-3 years of administrative experience, preferably in immigration consulting.
• Strong writing skills for business proposals and documents.

Responsibilities

• Manage office communications and client inquiries efficiently.
• Assist in preparing and submitting immigration applications.
• Maintain confidentiality and security of client information.

Skills

Business Writing Skills

Organizational Skills

Time Management

Analytical Skills

Research Skills

Education

University Degree in Business Administration

Degree in Immigration Consulting

Degree in Marketing

Degree in Communications

Tools

Microsoft Office Suite

Case Management Software

Government Portals (e.g., IRCC)

WordPress

Canva

Photoshop

Job description

About Us:

Canadian Migration Institution Inc. is a professional immigration and education consulting firm, led by a licensed immigration consultant. We specialize in providing expert guidance to individuals and families navigating immigration pathways not only in Canada but also through our Global Citizenship programs. As a small but highly dedicated team, we focus on delivering personalized, high-quality services tailored to the unique needs of each client. Our services are driven by the professional qualifications and expertise of our founder, a licensed immigration consultant, ensuring that our clients receive the best possible advice and assistance. We are committed to delivering high-quality, personalized services to help clients achieve their immigration goals in Canada and worldwide.

Job Responsibilities:

As an Administrative Assistant (NOC 13110), you will play a critical role in supporting the company’s operations, immigration consulting tasks, and marketing efforts. You will be responsible for a variety of tasks and need to be versatile in your role. Your key responsibilities include:

Administrative Duties:

• Managing office communications, handling phone calls, emails, messages, and client inquiries.
• Organizing and maintaining electronic and paper records of clients, ensuring proper documentation.
• Scheduling meetings, appointments.
• Draft, review, and proofread business correspondence, and client documentation.
• Assist with invoicing and payment follow-ups.
• Maintain office supplies and ensure efficient office operations.
• Handling the receipt and distribution of incoming emails and regular mail, ensuring timely and smooth communication across the company.
• Writing and publishing news releases, and social media content on the company’s website and platforms.
• Preparing project guides, program introductions, checklists, and pitch decks for internal and external use.
• Research Canadian immigration policies, program updates, and regulatory changes.
• Assist in creating business plans and financial proforma documents for client applications.
• Edit and proofreading professional documents to ensure clarity and accuracy.

Immigration & Client Support Duties:

• Assist in preparing and submitting immigration applications and related forms.
• Prepare immigration applications and required documents for review and finalization by the licensed immigration consultant.
• Assist employer to provide immigration counselling to clients and answering client questions.
• Provide clients with assessments and evaluations related to immigration programs.
• Gather and organize client documents, ensuring timely submission and efficient processing.
• Coordinating the collection and transfer of relevant documents for immigration processes, ensuring efficient communication between clients and the immigration team.
• Maintain confidentiality and security in handling sensitive client information.
• Assist with case file management and liaising with government agencies.

Qualifications & Requirements:

• A university degree in business administration, immigration consulting, marketing, communications, or a related field is required.
• A minimum of 1-3 years of administrative and immigration counselling related experience is required.
• Experience in immigration agencies, law offices, professional consulting firms is strongly preferred.
• Strong business writing skills, including business proposals, financial documents, and promotional materials, are an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  Experience with case management software, government portals (e.g., IRCC online application system.
  Familiarity with WordPress, social media tools, and design platforms (e.g., Canva, Photoshop) is an asset.

Language Skills:

• Fluency in English is mandatory.
• Second language (e.g., Mandarin, Cantonese) is a strong asset.

Key Competencies & Attributes:

• Excellent organizational and time management skills, with the ability to manage multiple tasks.
• Attention to detail and accuracy in document preparation and content creation.
• Ability to work independently and take initiative.
• Strong analytical and research skills.
• Professionalism and confidentiality in handling client information.

Hours per Week: 35~40.

How to apply:

Please send your resume to [e-mail] if you are interested.