Overview
We are seeking a detail-oriented, client-focused and organized Office Assistant to join our team. The successful candidate will provide administrative and file management support, with a particular emphasis on Canadian immigration matters and Civil litigation.
The ideal candidate will have prior experience working in a law office or immigration consultancy and possess a solid understanding of immigration applications and procedures. This role requires exceptional organizational skills, professionalism, strong written and verbal communication abilities, and the capacity to manage multiple deadlines in a fast-paced environment.
Responsibilities
- Assist lawyers in the preparation, organization, and management of immigration files.
- Prepare immigration application packages under lawyer supervision.
- Communicate with clients regarding required documents and application updates.
- Review client documentation for completeness and identify missing information.
- Draft routine correspondence, retainer agreements, and administrative letters.
- Maintain accurate electronic and physical client files.
- Monitor application deadlines and maintain lawyer calendars.
- Conduct data entry and maintain records using case management software and Microsoft Office applications.
- Schedule client consultations and manage appointment bookings.
- Prepare invoices and assist with billing and general administrative tasks.
- Scan, photocopy, file, and organize legal documents.
- Maintain strict confidentiality and comply with all applicable professional obligations and office policies.
Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools
- Strong computer skills with the ability to learn new software quickly
- Excellent organizational skills with attention to detail
- Effective data entry skills with high accuracy and typing speed
- Clerical experience in an office environment, including filing and document management
- Customer service experience with a friendly demeanor and professional communication skills
- Ability to handle multi-line phone systems efficiently and courteously
- Strong proofreading skills to ensure error-free documents
- Ability to prioritize tasks effectively in a fast-paced environment
Pay: $17.85-$20.00 per hour
Work Location: In person
