Immigration Legal Assistant

Job summary

Manage immigration client files throughout their lifecycle, prepare application packages, track deadlines and application statuses, and coordinate correspondence with clients and government agencies. Support RCICs with scheduling, onboarding, payments, office operations, and other administrative tasks.

Job details

JOB OPPORTUNITY Immigration Legal Assistant Full-Time | In-Office | Calgary, Alberta About The Way Immigration The Way Immigration is a licensed immigration consulting firm based in Calgary, Alberta, with over 18 years of experience helping clients navigate Canadian immigration pathways. We are one of the pioneering immigration consulting practices in the Calgary market, built on a reputation for expertise, integrity, and outstanding client outcomes. We are looking for a sharp, organized, and motivated Immigration Legal Assistant to join our team in person at our Calgary office. This is a hands-on, fast-paced role at the operational core of our practice, supporting our experienced RCICs in delivering exceptional service to clients across a wide range of immigration matters. Role Overview The Immigration Legal Assistant supports the RCIC team across all stages of the immigration file lifecycle, from file opening and document preparation through to application submission and outcome tracking. You will be responsible for keeping files organized and moving, managing client communications, monitoring application statuses with IRCC, and providing reliable administrative and operational support to the consulting team. This role requires someone who is detail-oriented to a high standard, genuinely enjoys working with people, and can manage competing deadlines without missing a step. If you take pride in doing things right the first time and thrive in a team environment where your contribution makes a real difference, we want to hear from you. Key Responsibilities File Management and Application Support Open, organize, and maintain client files in both physical and electronic format throughout the file lifecycle Prepare, review, and format immigration application packages and supporting documentation under the direction of RCICs Enter and maintain critical dates, permit expiry dates, deadline reminders, and status milestones in the CRM Coordinate file execution, including obtaining client signatures and organizing document packages for submission Scan, photocopy, print, and assemble application documents with accuracy and completeness Close and archive completed files according to firm procedures Government Correspondence and Application Monitoring Monitor the status of applications in progress with IRCC and relevant provincial authorities Track and follow up on outstanding requests, decisions, and correspondence from government agencies Correspond professionally with IRCC, ESDC, and other government bodies as directed Obtain and distribute work permit approvals, confirmation of Permanent Residence (PR) documents, and other IRCC-issued documents upon receipt Stay informed of changes to IRCC processing procedures, online portals, and submission requirements Client Communication and Scheduling Serve as a professional and responsive point of contact for clients regarding file status, document requirements, and appointment logistics Manage RCIC calendars, schedule client consultations, and coordinate internal meetings Send appointment confirmations, document request checklists, and status updates to clients in a timely manner Escalate client inquiries requiring regulatory or case-specific input to the appropriate RCIC Support client onboarding by preparing intake packages, retainer documentation, and welcome communications Administrative and Office Operations Manage incoming and outgoing courier packages, faxes, and mail, including coordination, tracking, and reconciliation Process incoming payments, prepare invoices, assist with basic accounts receivable tasks, and reconcile courier and vendor invoices Maintain office supplies and coordinate with vendors as needed Assist with catering arrangements, travel bookings, and logistics for team members as required Support special projects, client campaigns, and firm initiatives as directed by firm leadership Maintain and update firm records, contact lists, and operational documentation Qualifications and Requirements Required Minimum 2 years of experience as a legal assistant, immigration assistant, or in a similar role within an immigration consulting firm or immigration law practice Working knowledge of Canadian immigration programs, IRCC processes, and government submission requirements Exceptional attention to detail, with the ability to catch errors and inconsistencies in documentation before they become problems Strong written and verbal communication skills in English, including professional correspondence with clients and government officials Highly organized and able to manage a high volume of files, dates, and competing priorities without losing accuracy Proficiency with Microsoft Office (Word, Outlook, Excel) and comfort working in a CRM or case management environment Ability to work independently, take initiative, and follow through on tasks without requiring close supervision Positive, team-oriented attitude and the ability to handle a fast-paced, deadline-driven environment with composure Must be based in Calgary and available to work in-office full-time, Monday to Friday Preferred Experience with Clio, or a comparable immigration or any legal practice management platform Experience with basic accounting or accounts receivable tasks, including QuickBooks Online or similar software Familiarity with IRCC online portals, IRCC Secure accounts, and REMS Experience corresponding directly with IRCC, ESDC, or CBSA on behalf of clients Compensation Salary will be commensurate with experience. We offer a competitive compensation package reflective of your background, skill level, and the value you bring to the team. Compensation details will be discussed with shortlisted candidates. What We Offer A stable, full-time role within a well-established and respected Calgary immigration consulting firm A collaborative, close-knit team environment where your contribution is recognized and valued Exposure to a wide range of immigration programs and complex file types Clearly defined responsibilities with supportive leadership and regular feedback Professional development opportunities within a growing practice Competitive compensation based on your experience How to Apply Interested candidates are invited to submit the following: Updated resume highlighting relevant immigration assistant or legal assistant experience A cover letter describing your immigration background, the types of files and programs you have supported, and why you are a strong fit for this role Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted for an interview. Work Location: In person

What you’ll do

Manage immigration client files throughout their lifecycle, prepare application packages, track deadlines and application statuses, and coordinate correspondence with clients and government agencies. Support RCICs with scheduling, onboarding, payments, office operations, and other administrative tasks.

Requirements

Requires at least two years of experience in a legal assistant, immigration assistant, or similar role, along with working knowledge of Canadian immigration programs and IRCC processes. Candidates must have strong communication and organizational skills, proficiency with Microsoft Office, and be available to work full-time in person in Calgary.

Benefits

• Professional Development Opportunities
• Competitive Compensation

Listed skills

• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Accounts receivable · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Immigration File Management
• Canadian Immigration Programs
• IRCC Application Processes
• Application Document Preparation
• Client Communication
• Government Correspondence
• Deadline Management
• Attention to Detail
• Calendar and Appointment Scheduling
• CRM and Case Management
• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Accounts Receivable
• Invoice Processing
• Document Organization

Job areas

• Legal
• Administrative
• Customer Service & Support

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