Job Description & Duties:

Communication Management

• Respond when possible to sms/instant messages based on various online messaging platforms

• Responsibility to coordinate responses same day or next biz day to all incoming emails and instant message responses to keep communication ‘warm’ until employer prepares detailed answer/response( and following up with employer to make sure this happens in a timely manner)

• Goal is for zero inbox
• Assist with processing & responding to all internal & external contact emails, and coordinating follow-up tasks (while updating necessary Notion task and/or contact/lead list)

• Assist with managing of client relationships through communication and follow up (emails, documents, sms, etc.)

• Respond to contacts & potential new leads and have follow up list

• Check LinkedIn messages and lead report/tracker, and report if necessary and monitor ‘internal’ contact messages on the platform

• Source, customize & setup use templates for various online communication

• Split mailboxes / incoming emails to inboxes and manage (prioritize & process) incoming communication. Same day

Calendar & Task coordination:

• Monitor & manage calendar meetings & events/reminders: send post meeting follow up to contacts (i.e. thank you notes, meeting notes and follow up action points for personal / Immigration / Biz networking and any other business streams)

• Setup Notion platform for task management & collaboration. Update task lists, follow up, priority tasks, on this platform.

• Manage list of reminders and deadlines (Task – to do list)

• Monitor and share task list with employer  task prioritize processing and update employer on progress

• Coordinate and check all upcoming events related to memberships to register/attend. Login regularly and coordinate for participation/registration

• Book meeting rooms and office space based on scheduled in-person sessions

• Assist with sending out customized greetings to contacts (business)

Coordinate email processing, online accounts & document handling

• Review incoming newsletter emails in mailboxes and identify key topics and subjects related to our business stream

• Research and source data: extract/filter/report on findings for various tasks/subjects/document types etc.

• Manage and monitor online account capacity/storages

• Download video and other files from Zoom accounts/platform and organize into specific folders

Meeting participation / preparation / notes / follow up / proposals

• Send reminders to clients/leads/contacts prior to meetings/showings 1 day before and same day.

• Research applicant/lead profile and background 1 day before meeting

• Participate in client meeting, take notes, recap, action follow up (including proposals)

• Post-event/conference follow up on contacts (organizing business card/contact info, follow up emails, etc.)

• Transcribe & Organize notes from meetings and post in CRM

• Call necessary businesses for follow up, bookings, coordination of appointments, payments or information collection

• Prepare proposals for leads/clients (both B2B & B2C). Follow up on proposals within specific time ranges and sequences. Document / update CRM/spreadsheet on touch points and follow up

Event, Task Planning & Support

• § Plan and coordinate event participation and registration (i.e. conferences, workshops, group meetings, etc.)

Document Creation

• Assist with preparing and customizing presentations for meetings and webinars

• Prepare presentations outlines/drafts as requested before sending to graphic design team

• Create spreadsheet templates to based on requests

• Coordinate & assist with preparatory work of weekly video subject recordings & online LIVE stream

Skill set required:

• Advanced user of email platforms and other online cloud services

• Advanced user in PDF and Word processing document editing and creation

• Should be pro-Active and have strong initiative

• Eager to learn and to self-learn based on assigned tasks

• Strong organizational skills

• Strong attention to detail

• Tech Savvy

• Has previous admin or EA work experience

• Has previous experience in remote work environment

Qualifications:

• Fluent English
• Any post-secondary degree

What to know before taking on this role:

• We are looking for long term consistency & contract (after initial trial period)

• Communication platform will be Zoom chat to work with Employer (not email)

• Handling INGWE Immigration Inc. work & calendars & mailboxes

• Process tasks & actions (follow up) based on incoming emails & correspondences

• Process tasks/follow up into ‘task management’ platform (Notion) – shared platform with my staff/office

• Mailboxes to be assigned and subdomain & multiple mailboxes in the same domain

3 rounds of interview + 2 hands-on tests.