Administrative Assistant

Job Description:

The Office of Immigration is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as all people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Diversity & Inclusion Policy.

About the role:

Reporting to the Director, the Administrative Assistant is responsible for the coordination of administrative requirements related to the delivery of immigration programs and serves as the administrative support to the management and staff of IIDI. This position if for a 1-year term. 

Responsibilities:

• Schedule meetings, appointments, and meeting rooms; avoid scheduling conflicts and take meeting minutes as needed;
• Greets the public in a friendly, professional and informative manner, via phone, email and in person;
• Actively listens and communicates empathetically to visitors, and determines client service requirements;
• Manages the general email account and phone line for the Office and directs and responds to inquiries accordingly via email and phone;
• Receive and prepare PNP and AIP application intake for officers to process, including using various platforms for downloading, printing, organizing digital and physical files, and database entries with detail-oriented accuracy for officer workflow;
• Managing physical application files, including creating and maintaining organized storage in the Charlottetown office;
• May support the record clerk to close and retrieve files based on reports provided by management;
• Provides secretarial and/or administrative support to divisional employees as required;
• Order, track, and maintain office supplies needed for operations and staff; reconcile invoices, obtain signatures and forward invoices for payment;
• Maintains up-to-date manual of front desk processes, contact lists and management directives;
• Maintain a collaborative, team-oriented approach and contribute to a positive work environment;
• Receive and reconcile invoices, obtain authorized signatures and submit for payment;
• Provides administrative support to divisional employees as required; and
• Other related duties as assigned by the Employer.

Qualifications:

• Successful completion of a recognized Administrative Assistant Diploma, or university degree
• Considerable experience in a similar Administrative position
• Excellent organizational, time management, interpersonal and communication skills
• Proficient in word processing and spreadsheets
• Ability to work with a demanding workload, deadlines and competing priorities
• Excellent organizational skills and the ability to work independently and in a team environment
• Attention to detail
• Excellent attendance record and acceptable Criminal Record Check
• Bilingual (French or other) is considered an asset

Please ensure your application clearly demonstrates how you meet the above noted qualifications as applicants will be screened based on the information provided.  We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.

What we can offer you:

• Salary: $27.36 – $33.36 per hour (Level 10) ($53,359 – $65,044 annually)
• 75 hours biweekly
• Paid vacation, sick and leave options
• Comprehensive group insurance coverage and pension plan
• Professional development and training opportunities

To apply:

Please submit a resume and cover letter by applying below before Thursday, October 1, 2026 at 5:00pm.

Tagged as: 13100