Office Administrative Assistant

Employment conditions: Morning, Evening, Day; shift work requiredWork Hours: 35 – 40 hours/weekJob Duties:1) Review, evaluate and implement new administrative procedures.2) Delegate work to office support staff.3) Establish work priorities and ensure procedures are followed and deadlines are met.4) Carry out administrative activities of establishment, administer policies and proceduresrelated to the release of records in processing requests under government access to information and privacy legislation.5) Co-ordinate and plan for office services such as accommodation, relocation, equipment,supplies, forms, disposal of assets, parking, maintenance and security services etc.

Specific Skills:·         Answer all e-mails, phone inquiries, and relay inquiry or messages to right people or department·         Prepare and proofread mail and email correspondence·         Oversees all incoming and outgoing document and distribute to the appropriate personnel·         Reproduce and organize documents for distribution, mailing, and office records·         Facilitate the transmission and receipt of communications and documents through electronic mail systems·         Oversee the inventory of office supplies, procure office supplies if needed, and coordinate the maintenance problem to maintenance department·         Support the preparation of meeting agendas, attend meetings, and document proceedings through minute-taking.·         Provide support in administrative processes including budget submissions, contract management, and work schedule coordination·         Responsible for sorting, processing, and verifying receipts and other related documents.·         May coordinate and oversee the workflow of other office support personnel·         Scan, categorize, and archive documents following company guidelines·         Locate, retrieve, or duplicate documents from files as per clients·         Ensure proper tracking of filed and removed materials·         Monitor the removal of documents from files to ensure that loaned documents are duly returned·         Maintain a record keeping of daily visitor count·         Enter the client information into the system for record-keeping purposes.  Terms of Employment:                Permanent, Full-timeLanguage of work:                        EnglishWage:                                                21.63 per hourHours:                                               30 to 40 hours per weekWork Location:                               Nipawin, Saskatchewan             Education:               Completion of secondary school education may be required  Work Experience:  Experience is an Asset; Employers willing to train the right candidate

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. This is an in-person position based at our office located at 301 McCurdy Dr., Malahat, BC, Canada. 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.