Administrative Assistant

2 weeks ago

Burnaby, British Columbia, Canada Imagine Immigration Full time

Administrative Assistant

Imagine Immigration is a well-established boutique immigration consulting firm with a strong focus on employment-based immigration, including work permits and permanent residence applications. Our clients are small, medium and large companies and their employees and prospective employees. We may be small, but we've worked closely with some of BC's top employers for over 15 years.  We love what we do and we love simplifying immigration for our clients.

We are looking for an Administrative Assistant to support our small and busy team. This role is ideal for someone who thrives in managing complex administrative details, is used to working independently and takes full accountability for their piece of the puzzle.

As Administrative Assistant, you are not only supporting the partners and the rest of the team in day-to-day business but also foreign workers and immigrants through a life-changing process.

The work consists of managing a lot of mundane, but very important details, keeping us and our files organized and on track and drafting/handling basic client communication. It will also give you the opportunity to take ownership of process improvement initiatives, enhancing our process flow, communication and consistency. Last, but not least, you will get to learn about the practical aspects of Canadian immigration as you help us with preparing work permit, permanent residence, and citizenship applications

You will work on-site at our office in the heart of Brentwood in Burnaby at least 2-3 days a week. The other days you may work from home, if you wish.

You will provide support in many areas, including:

Immigration:

  • Maintain client data in Officio (client database) and run regular reports
  • Maintain and create client questionnaires
  • Prepare checklists and organize client documents
  • Draft application forms and online applications
  • Organize and upload documents for submission
  • Draft and handle basic client communication
  • Ensure that questionnaires, checklists and email templates remain consistent and up to date
  • Bring forward ideas for process improvement and take ownership for their implementation

General:

  • Manage incoming and outgoing mail and couriers
  • File and organize documents
  • Maintain information in our shared Outlook contacts
  • Perform other general and administrative duties as required
  • Act as back-up for other team members for accounting and contract matters

What you bring:

  • Completion of post-secondary diploma in Business Administration or related area
  • 3+ years experience in administrative roles preferably in human resources, accounting, law, or similar
  • A genuine interest in learning about Canada's immigration system (previous knowledge not required)
  • Experience and confidence with MS Office, MS Teams, Adobe Acrobat
  • Ability to learn computer systems quickly
  • Strong teamwork, collaboration and customer service skills
  • Ability to prioritize workload and manage multiple tasks and deadlines
  • Excellent attention to detail
  • Strategic eye for optimizing work processes
  • Self-motivated and self-managed, comfortable in taking ownership and being accountable
  • Ability to handle confidential information with discretion
  • Excellent verbal and written communication skills

What we offer:

  • Full-time employment @ 35 hours per week
  • Salary commensurate with experience
  • Basic benefits package
  • On-the-job training and ongoing mentoring

We thank all applicants for their interest, however only those who are selected for interviews will be contacted.

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