Executive Administrative Assistant/Registrar

Executive Administrative Assistant/Registrar

Job Overview

We are seeking a highly organized and proactive Executive Administrative Assistant/Registrar to support our team. The role requires a high level of attention to detail, discretion when handling confidential information, and strong organizational and communication skills. The successful candidate will serve as a key point of coordination between students, academic departments, administration, and external stakeholders.

Key ResponsibilitiesRegistrar & Student Documentation

• Prepare, review, and issue official student documents, including but not limited to:
• Letters of Acceptance (LOA)
• Enrolment Confirmation Letters
• Transcripts and Grade Reports
• Completion Letters and Certificates
• Verify student eligibility, academic standing, and documentation accuracy prior to approval or issuance
• Ensure all student records comply with institutional policies, PTIRU/BC Ministry requirements (where applicable), and internal audit standards
• Maintain accurate and up-to-date student records in the Student Information System (SIS) and digital filing systems
• Support document requests related to immigration, co-op eligibility, post-graduation planning, and compliance reviews

Approvals & Compliance Support

• Review student files to confirm completeness of required documentation (application forms, ID, visas, payment records, academic prerequisites, etc.)
• Flag discrepancies, missing information, or compliance concerns to management for review
• Ensure document templates and procedures align with current institutional policies and regulatory changes
• Assist with internal audits, compliance checks, and reporting requests as required

Executive & Administrative Support

• Provide high-level administrative support to senior leadership, including scheduling, correspondence, and document preparation
• Draft professional emails, letters, and internal communications on behalf of management when required
• Coordinate confidential materials and maintain discretion at all times
• Liaise with academic, admissions, finance, and student services teams to ensure smooth administrative workflows

Student & Staff Support

• Serve as a point of contact for students and staff regarding documentation processes and timelines
• Provide clear guidance on required documents without offering immigration or legal advice
• Support front-office and admissions teams during peak intake periods when needed

Qualifications & Requirements

• Post-secondary education in Business Administration, Education Administration, or a related field preferred
• Minimum 2 years of experience in an administrative, registrar, admissions, or student records role (private education experience an asset)
• Strong understanding of student documentation processes and record-keeping best practices
• Exceptional attention to detail and ability to manage sensitive and confidential information
• Strong written and verbal communication skills in English
• High proficiency in Microsoft Office / Google Workspace and student information systems
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment

Key Competencies

• Accuracy and compliance-focused mindset
• Strong organizational and time management skills
• Professional judgment and discretion
• Clear communicator with students and internal teams
• Proactive problem-solver

Why Join Us

• Play a key role in institutional operations and student success
• Work closely with senior leadership in a trusted capacity
• Stable administrative role with long-term growth potential
• Collaborative and professional work environment

Join our team as an Executive Administrative Assistant/Registrar where your contributions will be valued, and you will play a key role in supporting our leadership team

Job Type: Full-time

Pay: $19.00-$25.00 per hour

Benefits:

• Extended health care

Application question(s):

• Can you provide an example of how you successfully resolved a customer complaint?
• How do you handle situations where you are given incomplete or unclear instructions?
• What excites you about this opportunity at IH Vancouver & IH Career College?

Education:

• Bachelor's Degree (preferred)

Work Location: In person