Personal Assistant - Full Time

YUMIN Consulting

General Overview

Duties include managing schedules, preparing documents, coordinating travel, maintaining communication with clients and stakeholders, and upholding compliance standards within the immigration advisory industry.

This position requires minimum 30 hours per week for document preparation and administrative tasks at our Newmarket Office in Auckland. Occasional national or international travel may be required.

Specific Duties & Responsibilities

• Manage the adviser’s calendar, schedule appointments, and coordinate client consultations.
• Pre-arrange client meetings and ensure all required preliminary information and documents are received.
• Send pre-meeting documents such as:

• Follow up with clients and ensure forms and information are completed before the meeting.
• Prepare meeting briefing notes, case summaries, and supporting documents.

• Collect, organise, and verify client information required for visa applications and related processes.
• Complete online and paper-based immigration forms using client-provided and adviser-approved information.
• Proofread, format, and prepare draft documents for adviser review.
• Maintain secure digital files and ensure accurate document version control.
• Provide basic procedural guidance to clients under adviser supervision (non-legal information only).

• Monitor the adviser’s email inbox and draft routine communications when appropriate.
• Assist in preparing submissions, cover letters, and application bundles.
• Maintain CRM/case management systems with accurate and updated records.
• Track deadlines, follow up on outstanding tasks, and ensure documentation meets best-practice standards.

• Arrange national and international travel for the adviser and company.
• Book flights, accommodation, transportation, and meeting venues.
• Prepare detailed itineraries and travel packs.
• Organise expense reports and maintain travel documentation.

• Serve as the first point of contact for new and existing clients.
• Communicate professionally with:

• Provide timely updates, reminders, and procedural information to clients.
• Support positive and effective client relationships throughout the application process.

• Support the adviser in meeting obligations under the Licensed Immigration Advisers Code of Conduct.
• Handle all client information with strict confidentiality.
• Ensure procedures align with industry compliance requirements.
• Maintain accurate administrative records, including client data, documentation logs, and CPD tracking.

• Manage office supplies and general operational needs.
• Assist with invoicing, receipting, and payment follow-up.
• Support marketing communications (emails, newsletters) as directed.
• Perform other duties reasonably assigned by the adviser or management.

• Bachelor's degree in business administration or a related discipline preferred.
• Strong organisational skills with excellent attention to detail.
• Proven experience as a personal assistant or similar administrative support role.
• High literacy skills; fluent English is essential. Korean fluency is preferred.
• Excellent written and verbal communication.
• Strong competency with Microsoft Office and Google Workspace.
• Ability to manage sensitive information with absolute discretion.
• Familiarity with New Zealand immigration or regulatory systems is beneficial but not required. (Training and self-study material available)

• Initial one-week training will be provided to the successful candidate to introduce systems, procedures, and compliance requirements.

• Wage is negotiable depending on background and relevant experience.

SUBMIT YOUR CV AND COVER LETTER TO Sunny@yumin.co.nz AND CJ@yumin.co.nz.

We encourage applications as soon as possible, as the role must be filled on or before the mid of Jan 2025.

YUMIN Consulting is an equal opportunity employer. We welcome applicants from all backgrounds.