Administrative Assistant-Immigration Services

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 (NOC13110), 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.
• Assisting in creating business plans and financial proforma documents for client applications.
• Editing 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.