Immigration Administrative Assistant

Caron & Partners LLP is a mid-sized Calgary law firm dedicated to providing clients with quality legal services and strategic counselling for over 55 years. We offer a broad range of legal services in various practice areas.

Overview

We are seeking a proactive and detail-oriented Administrative Assistant to support our immigration law department. This role is ideal for someone who thrives in a fast-paced, client-focused environment and takes initiative in managing both client communication and internal processes.

Key Responsibilities:

  • Respond to inquiries from prospective clients (by phone and email)

  • Schedule consultation appointments, collect consultation fees, and invoicing

  • Open new client files, conduct conflict checks, prepare and send retainer agreements, collect retainer deposits, and follow up with clients as needed

  • Diarizing important deadlines/limitation periods

  • Collecting & organizing client documents in support of applications

  • Meticulous electronic file-keeping and document management

  • Navigating IRCC portals to check file status, downloading correspondence (and saving to electronic file), and uploading documents for application submission or updates

  • Monthly billing and submitting invoices to clients for payment

  • Contact clients regarding overdue accounts and follow up on unpaid invoices

  • Close files in accordance with established procedures

  • Communicate promptly and effectively with lawyers, colleagues, and clients

  • May assist with basic application preparation tasks, as needed

  • Other administrative tasks, as assigned, to support the immigration practice group

 

Knowledge and Skills Requirements:

  • 1–2 years of administrative experience in an office setting

  • Relevant post-secondary education is an asset

  • Excellent written and verbal communication skills

  • Strong organizational and time management skills, with the ability to manage competing priorities

  • Exceptional attention to detail and ability to consistently follow internal processes

  • Proficiency with Microsoft Office (Outlook, Word, Excel), Adobe, and cloud-based file systems

  • Experience using IRCC portals and CosmoLex is an asset

  • Ability to take initiative and follow up with clients and team members independently

  • Professional, client-focused, and reliable

 

Job Type: Full-time, Permanent

 

Please send your resume and a cover letter to elizabeth.regassa@caronpartners.com.

Caron & Partners LLP is an inclusive employer committed to fostering a diverse workforce and a respectful, collaborative work environment. Only applicants who are legally authorized to work in Canada will be considered. At this time, we are not able to offer employer support for work permit applications. We thank all applicants for their interest; however, only those selected for an interview will be contacted.