Administrative Assistant

Job Description

Port to Port Immigration Services is currently seeking an administrative assistant to help manage day to day operations. The role would require flexibility, adaptability and attention to detail.

Administrative Assistant - Immigration Consultancy Office

Position Summary: Provide comprehensive administrative support to immigration consultants and staff while managing client communications and case documentation in a fast-paced immigration consultancy practice.

Key Responsibilities:

• Implement and use CRM work flows
• Prepare and organize supporting documentation
• Maintain case files and tracking systems, ensuring all deadlines and priority dates are monitored
• Serve as primary client contact for case status updates and document collection
• Schedule appointments, interviews, and consultations with clients
• Maintain consultant calendars
• Coordinate with companies regarding case inquiries and follow-ups
• Ensure compliance with all filing procedures and documentation requirements

Required Qualifications:

• College diploma or equivalent (Associate's or Bachelor's degree preferred)
• 1-2 years of administrative experience, preferably in an immigration or legal setting
• Strong attention to detail and organizational skills
• Proficiency in MS Office and case management software
• Excellent written and verbal communication skills
• Ability to handle sensitive information with complete confidentiality
• Bilingual capabilities highly preferred (Spanish, Mandarin, or other languages based on client base)

Preferred Skills:

• Familiarity with immigration terminology and procedures
• Experience with immigration document preparation
• Ability to work under pressure and meet strict deadlines

This role requires someone who is detail-oriented, culturally sensitive, and capable of managing multiple priorities while providing compassionate support to clients navigating the immigration process.

The position is salaried starting at $45,000. The candidate will be paid productivity bonuses after the first three month. Port-to-Port provides full benefits after 3 months and an RRSP or other retirement savings plan after two years years. We allow for two remote weeks of work per year, and one flex day per week moving towards two flex days after demonstrated competence.