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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:
- Organize and coordinate seminars, conferences, and other corporate events.
- Facilitate staff consultation and grievance procedures, ensuring effective communication and resolution.
- Manage the flow of information within the team to ensure smooth operations.
- Plan and oversee daily administrative operations to optimize efficiency.
- Train and mentor new staff to ensure they are well-integrated and productive.
- Record and prepare detailed minutes of meetings, seminars, and conferences.
- Schedule and confirm appointments, ensuring efficient time management.
- Oversee contract management, ensuring compliance with company policies and regulations.
- Handle incoming telephone calls, relaying messages accurately and promptly.
- Respond to electronic inquiries professionally and in a timely manner.
- Compile and analyze data, statistics, and other information for internal reports and presentations.
- Supervise the preparation of comprehensive reports and official documents.
- Provide strategic administrative advice to senior management.
- Address employee questions and complaints, fostering a positive work environment.
- Maintain office supply inventory, ensuring all necessary items are available and replenished.
- Arrange travel plans, itineraries, and reservations for staff and management.
- Welcome and direct visitors to appropriate contacts or service areas.
- Prepare, type, and proofread correspondence, forms, and other documents with high accuracy.
- Conduct data entry tasks with precision and attention to detail.
- Deliver exceptional customer service to clients and stakeholders.
- Collaborate with the marketing department to communicate marketing messages effectively.
- Maintain and manage the company's digital database, ensuring data integrity.
- Perform basic bookkeeping tasks and manage financial records using QuickBooks.
- Provide post-sale support to clients, addressing their ongoing needs and concerns.
- Assist in finance record-keeping and the generation of financial reports using accounting software.
- Coordinate with external vendors and service providers to ensure seamless operations.

Skills:
- Excellent verbal and written communication.
- High level of accuracy and attention to detail.
- Strong initiative and ability to work independently.
- Proficient in assessing situations and escalating appropriately.
- Effective under pressure and able to meet deadlines.
- Skilled in anticipating and planning for potential problems.
- Thorough understanding and application of policies and procedures.
- Capable of making informed and thoughtful decisions.
- Ability to build and maintain productive working relationships.
- Tactful and discreet handling of sensitive or confidential matters.
- Multilingual abilities (Mandarin, Cantonese, Tagalog, Vietnamese, etc.) are an asset.

Computer and technology knowledge:
- Project Management Software (e.g., Trello, Asana)
- Social Media Platforms (e.g., LinkedIn)
- MS Office Suite
- QuickBooks
- Adobe Acrobat Reader
- Google Drive/OneDrive etc
- Adobe Photoshop

Qualification/Requirement:
-High school diploma or equivalent; additional qualifications in office administration are a plus.
-Proficiency in MS Office (MS Word, MS Excel, and MS PowerPoint, in particular).
-Familiarity with office management procedures and basic accounting principles.
-Experience with QuickBooks or similar accounting software is preferred.
-Excellent written and verbal communication skills.
-Strong organizational and multitasking abilities.
-Attention to detail and problem-solving skills.
-Ability to work independently and as part of a team.
-Customer service orientation and professional attitude.

Education:
Minimum of a high school diploma or equivalent. Higher educational qualifications are advantageous.

Work experience:
At least 2 years of relevant work experience is preferred.

Benefit:
Extended healthcare benefits available after one year of employment.

Vacation:
Two weeks of paid vacation after one year of employment.

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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