We are a boutique migration practice based in Joondalup, Western Australia.

We are seeking an Executive Support Administrator / Legal Secretary who will play a vital role in assisting our principal migration agent and wider team with administrative, client service, and visa processing functions.

Your role will be varied and integral to the smooth functioning of our migration practice. International students who have completed their studies and are eligible for SC 485 (Post-Higher Education Work Stream) are encouraged to apply.

Your responsibilities will include, but are not limited to:

Client & Case Management

Draft visa applications, skills assessments, state nominations, and AAT matters under the supervision of a Registered Migration Agent (RMA)

Liaise with clients to collect documents and information required for their visa applications

Provide basic checklists, questionnaires, and templates to clients, process information received from clients, update clients on process updates and timelines, and escalate complex matters to the RMA

Maintain accurate and up-to-date client records using Migration Manager (training provided)

Administrative & Office Support

Assist in managing all client correspondence, including consultation bookings, reminders, and follow-ups

Monitor visa expiry dates and maintain accurate visa tracking reports and WIP reports

Manage and respond to general office emails and enquiries in a professional manner

Ensure prompt and accurate invoicing for each matter, utilising accounting systems such as Xero (experience desirable)

Perform general office duties such as filing, scanning, data entry, and document management

Communication & Liaison

Liaise with government departments (Home Affairs, skills assessing bodies, state governments, etc.) and third-party organisations on behalf of RMAs

Draft submissions, statements, contracts, and client engagement documents as required

Systems & Process Improvement

Contribute to the creation and maintenance of internal systems, including naming conventions, folders, templates, and workflow documentation

Assist in developing and refining process maps and standard operating procedures

Provide feedback on administrative systems to support ongoing improvement and efficiency

Marketing & Promotional Support

Assist with promotional activities, including preparing content for social media, helping to organise client seminars, and supporting event coordination as needed

Skills and Attributes

Strong administrative or clerical background with proficiency in Microsoft Office

Previous experience in a migration agency is preferred but not essential

High level of attention to detail and ability to prioritise in a fast-paced environment

Exceptional written and verbal communication skills

A proactive team player with a “can-do” attitude and willingness to learn

Comfortable working under pressure and managing multiple tasks and deadlines

Experience with high-volume case work or service environments is highly regarded

Familiarity with Migration Manager and Xero is an advantage, but not essential

Why Join Us

Be part of a small, supportive, and highly professional team based in Joondalup

Learn from experienced Registered Migration Agents and gain hands-on industry training

Play an essential role in helping people achieve life-changing migration outcomes

Enjoy a collaborative and respectful workplace with real career development potential

If you are interested in making a career in the Migration Industry, this is an exciting opportunity.

Please email your CV and cover letter to [email protected]