Job Summary

We are seeking a professional, highly organized, and detail-oriented Administrative Assistant to support our U.S. immigration services team.

The successful candidate will manage front-desk responsibilities, assist with client communication, organize immigration files, schedule consultations and appointments, and provide general administrative and bookkeeping support. This position requires professionalism, accuracy, confidentiality, and the ability to manage multiple priorities in a deadline-driven environment.

Key Responsibilities

- Greet clients and manage incoming calls professionally using a multi-line phone system
- Respond to client inquiries by phone and email in a courteous and timely manner
- Schedule client consultations, appointments, meetings, and follow-ups
- Create, organize, update, and maintain physical and electronic immigration files
- Collect documents and information from clients based on instructions provided by immigration professionals
- Track document requests, application deadlines, appointments, and case progress
- Perform accurate data entry using Microsoft Office, Google Workspace, case-management systems, and other business software
- Prepare, format, proofread, scan, copy, and upload documents
- Review documents for completeness, clarity, and basic administrative accuracy
- Assist with invoicing, payment records, expense tracking, and bookkeeping using QuickBooks
- Maintain client confidentiality and securely handle sensitive personal and financial information
- Provide general clerical and administrative support to immigration consultants, attorneys, and other team members
- Follow established office procedures and escalate legal or case-specific questions to the appropriate authorized professional

Qualifications and Skills

- Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint
- Familiarity with Google Workspace applications
- Strong organizational, filing,



and time-management skills
- Excellent attention to detail and data-entry accuracy
- Professional written and verbal communication skills
- Strong customer service and telephone etiquette
- Ability to handle confidential and sensitive client information
- Ability to manage multiple files, priorities, and deadlines
- Strong typing, proofreading, and document-formatting skills
- Ability to learn immigration case-management software and office procedures quickly
- Previous administrative, clerical, front-desk, or customer-service experience is preferred
- Experience in a U.S. immigration law firm or immigration services office is an asset
- Experience with QuickBooks or other bookkeeping software is an asset
- Additional language skills are an asset

Important Note

This is an administrative support position. The Administrative Assistant will not provide legal advice or independently assess immigration eligibility. Legal and case-strategy questions must be referred to an authorized immigration professional.

What We Offer

This position provides an chance to develop valuable experience in U.S. immigration administration, client service, case-file management, and office operations within a professional and collaborative environment.

If you are dependable, organized, client-focused, and comfortable working in a deadline-driven setting, we encourage you to apply.

Pay: From $18.00 per hour

Ability to commute/relocate:

- Mississauga, ON L4Z 3K7: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Are you proficient in Microsoft Word, Excel, Outlook, and Google Workspace?
- Do you have experience organizing confidential client files and tracking documents, appointments, and deadlines?
- Do you have experience with QuickBooks, invoicing, payment records, or expense tracking?
- What is your earliest available start date?

Education:

- DCS / DEC (required)

Experience:

- Administrative Assistant : 2 years (required)

Work Location: In person

📌 Administrative Assistant (Canada)
🏢 WWICS Canada
📍 Canada