Job Description

Executive Administrative Assistant/Admissions

Job Overview

We are seeking a highly organized and proactive Executive Administrative Assistant/Admissions to support our team. The role requires a high level of attention to detail, discretion when handling confidential information, and strong organizational and communication skills. The successful candidate will serve as a key point of coordination between students, academic departments, administration, and external stakeholders.

Position Overview

The Executive Administrative Assistant / Admissions provides high-level administrative support, while supporting the admissions process through document verification, application coordination, and student record management. This role plays a key part in ensuring admissions documentation is complete, accurate, and compliant with institutional policies and regulatory requirements.

The successful candidate is highly organized, detail-oriented, professional, and comfortable managing confidential information while working closely with senior leadership, prospective students, and internal departments.

Key Responsibilities Executive Administrative Support

Provide direct administrative support to the Chief Operating Officer, including calendar management, meeting coordination, agenda preparation, and follow-up on action items Draft professional correspondence, reports, and internal documents on behalf of the COO as required Maintain confidential executive files and sensitive institutional information with a high level of discretion Support operational projects, internal tracking, and cross-departmental coordination as assigned by the COO

Admissions & Document Verification

Support the admissions process by reviewing student applications for completeness and accuracy Verify required student documentation, including: Application forms Identification and study permits/visas (where applicable) Academic transcripts and entry requirements Proof of payment and supporting documents Prepare and issue admissions-related documents, such as: Letters of Acceptance (LOA) Conditional Offers Enrolment Confirmation Letters Flag missing information, discrepancies, or eligibility concerns to the COO or designated senior staff for review

Student Records & Compliance Support

Maintain accurate and up-to-date student records within the Student Information System (SIS) and internal filing systems Ensure admissions records and student files align with institutional policies and applicable regulatory requirements Assist with internal audits, document checks, and reporting requests related to admissions and compliance Ensure consistency and accuracy of document templates and admissions procedures

Communication & Coordination

Act as a point of contact for students, agents, and internal teams regarding admissions documentation and timelines Coordinate with admissions, academic, and finance teams to ensure smooth intake processing Provide clear information about admissions steps and required documents without offering immigration or legal advice

Qualifications & Requirements

Post-secondary education in Business Administration, Education, or a related field preferred Minimum 2 years of experience in an administrative, executive assistant, or admissions-related role Experience in private education or international student admissions considered an asset Strong written and verbal communication skills in English Exceptional attention to detail and accuracy Ability to manage confidential information with professionalism and discretion Proficiency in Microsoft Office / Google Workspace and Student Information Systems or CRMs Strong organizational and time-management skills

Key Competencies

Detail-oriented and compliance-focused Professional communication style Strong judgment and discretion Ability to manage multiple priorities in a fast-paced environment Collaborative and service-oriented mindset

Why Join Us

Work closely with senior leadership in a trusted administrative role Gain exposure to admissions operations and institutional processes Professional and supportive work environment Opportunity for long-term growth and development
Join our team as an Executive Administrative Assistant/Admissions where your contributions will be valued, and you will play a key role in supporting our leadership team!

Job Type: Full-time

Pay: $19.00-$25.00 per hour

Benefits:

Extended health care
Application question(s):

Can you provide an example of how you successfully resolved a customer complaint? How do you handle situations where you are given incomplete or unclear instructions? What excites you about this opportunity at IH Vancouver & IH Career College?
Education:

Bachelor's Degree (preferred)
Work Location: In person