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Administrative assistant

Vancouver, BC

Maple Bird Immigration is a professional immigration consulting firm is based in the Metro Vancouver area. Maple Bird is dedicated to delivering convenient and reliable immigration services, including visitor visas, student permits/visas, super visas, and comprehensive immigration applications. We are committed to helping our clients achieve their Canadian dreams with ease and confidence.

Company Culture:
At Maple Bird Immigration, we believe in fostering a supportive and collaborative company culture. We understand that a positive work environment is essential for both our staff and our clients. By nurturing our team and providing opportunities for professional development, we ensure that our employees feel valued and motivated. This, in turn, enables us to deliver exceptional service and support to our clients.

We are proud to be an inclusive and welcoming workplace. We are LGBTQ+ friendly and actively encourage Indigenous persons, vulnerable youth, newcomers, and persons with disabilities to join our team. Diversity and inclusivity are at the core of our values, and we believe that varied perspectives and experiences enhance our ability to serve our clients effectively.

24-05-30, 7:23 a.m.

Business address/ Work Location: 636-1281 Hornby St. Vancouver BC V6Z 0G8
Language: English
Employment Type: Full-time Permanent
Hourly Wage: $23-27 per hour, (30 hrs per week)
Schedule: M-F 9:00-4:00
Start date: As soon as possible

Job Summary:
The administrative assistant supports our director and immigration consultant to engage with clients by handling inquiries and managing email correspondence while efficiently booking appointments. Coordinate and prepare for client meetings and consultation sessions to ensure seamless experiences. Enhance our online presence by updating and managing social media platforms with compelling content.

Job Duties:
1. Arrange and co-ordinate seminars, conferences, etc.
2. Assist with staff consultation and grievance procedures
3. Coordinate the flow of information within the team
4. Plan and organize daily operations
5. Train other workers
6. Record and prepare minutes of meetings, seminars and conferences
7. Schedule and confirm appointments
8. Manage contracts
9. Answer telephone and relay telephone calls and messages
10. Answer electronic enquiries
11. Compile data, statistics and other information
12. Oversee the preparation of reports
13. Advise senior management
14. Respond to employee questions and complaints
15. Order office supplies and maintain inventory
16. Arrange travel, related itineraries and make reservations
17. Greet people and direct them to contacts or service areas
18. Type and proofread correspondence, forms and other documents
19. Perform data entry
20. Provide customer service
21. Work with the marketing department to understand and communicate marketing messages to the field
22. Maintain and manage digital database
23. Perform basic bookkeeping tasks
24. Consult with clients after sale to provide ongoing support

Skills:
1. Strong ability to communicate effectively verbally and in writing.
2. Ability to be thorough, accurate, and have a high level of attention to detail.
3. Ability to work independently and demonstrate a high level of initiative and self-directedness.
4. Ability to assess situations and escalate decisions that fall outside the scope of established policy.
5. Ability to prioritize and work effectively under pressure to meet deadlines.
6. Ability to anticipate problems and issues and plan ahead.
7. Ability to understand and apply policies, procedures, and instructions.
8. Ability to make thoughtful, informed, and thorough decisions.
9. Ability to develop and maintain cooperative and productive working relationships.
10. Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters

Computer and technology knowledge:
1. MS Excel
2. MS PowerPoint
3. MS Windows
4. MS Word
5. Adobe Photoshop
6. Project management software
7. Social Media
8. MS Access
9. MS Office
10. Quick Books
11. Adobe Acrobat Reader
12. Google Drive
13. LinkedIn

Qualification/Requirement:
1. Completion of secondary school.
2. Completion of a one- or two-year college or other program for administrative assistants or secretaries, or
3. Previous clerical experience is required.

Education:
high school

Work experience:
As an asset

Benefit:
Extension healthcare benefit available

Vacation:
2 weeks per year

How to apply:
Apply in writing with your cover letter & resume at hr@maplebirdca.com. Only selected candidate will be contacted for the interview.
Please do not call regarding the posted position.

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