Global Program Administrative Support

CIBT is the leading global provider of immigration and visa services for corporations and individuals comprising immigration and visa professionals, attorneys, and qualified migration consultants located in over 25 countries. With thirty years of experience, CIBT is the primary service provider to 75% of Fortune 500 companies.

We commit to delivering a superior service experience to our clients on each and every engagement.

Opportunity at CIBT:

We have exciting opportunities at CIBT. We value our employees and prioritize their career growth and development. As part of our team, you will work with world-class visa and immigration experts. You will learn in a dynamic, collaborative, and complex global environment, using industry-leading technology solutions. Our profound commitment to ethics, compliance, and diversity, along with our respect for one another, are key to our strength and success.

Position Overview:

This position is part of the Key Strategic Client Team, supporting a global client with their global business visa travel program. The Strategic Global Program Administrator is responsible for providing high-level program administration support to ensure efficient visa processing, documentation coordination, and escalation management.

A key aspect of the position is direct engagement with client employees, understanding their situations, and working collaboratively with internal (CIBT) and external (client, government) partners to facilitate efficient visa processes. This role requires strong problem-solving skills, a customer-centric approach, and the ability to navigate complex documentation and regulatory requirements.

This position demands a self-motivated and disciplined individual who can work independently with minimal supervision while managing multiple priorities. It requires exceptional customer service skills, adaptability, and professionalism to resolve challenges efficiently while aligning with both client’s needs, CIBT policies, and government regulations.

In addition to the above-mentioned responsibilities, this position is also responsible for other ad hoc assignments or duties related to CIBT’s visa processing business, as assigned by a manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Triage escalations to CIBT on behalf of client stakeholders for service-related issues.
2. Work with internal stakeholders and CIBT to provide timely resolutions.
3. Ensure CIBT conducts root cause analyses and recommends process improvements based on customer feedback.
4. Document Coordination
   1. Identify and gather required corporate documentation (e.g., company registration, tax certificates, financial information).
   2. Liaise with client’s legal, tax, and accounting teams to obtain approvals and ensure document completeness.
   3. Develop and maintain a structured approach to document management and compliance.
5. Manage Company Chop & Notarization (China Entities) Process
   1. Manage requests for company chops and notarization specific to China.
   2. Work closely with legal representatives and CIBT to ensure proper documentation.
   3. Track and maintain records of completed notarizations.
6. Process requests for customized invitation or cover letters for visa applications.
7. Collaborate with Data Management, HR, and legal teams to ensure adherence to regulatory and company policies.
8. Optimize standard templates to minimize customization requests and improve efficiency.
9. Business Travel Risk Assessment & Group Travel Coordination
   1. Serve as the point of contact for coordinating business travel assessments across various business units.
   2. Gather and review visa requirements, travel restrictions, and permissible business activities.
   3. Provide stakeholders with insights on visa processes, requirements, and timelines.
10. Business Travel & Visa Processing Support
    1. Prepare filings for visa applicants, preparing documentation and responding to foreign government inquiries. Develop and maintain clear timeline deliverables for each case. Monitor application deadlines and complete assigned work within the appropriate timeframes.
11. Customer Service & Enquiry Resolution
    1. Act as the primary contact for all Tier 2 business visa-related queries.
    2. Provide timely and accurate guidance, ensuring a high level of customer satisfaction.
    3. Identify opportunities to enhance response times and improve service delivery processes.

Core Competencies for Performance Management

1. Communication must be clear and grammatically correct in both written and verbal communication.
2. Exemplary interpersonal and relationship-building skills.
3. Organizational skills – multitasking, working independently, time management.
4. Attention to detail and strong/proactive solutions to problems in line with client values.
   1. [Bias for Action]: Self-initiative and adopts a proactive approach to work.
   2. [Think Big]: Critical thinking to consider larger implications and solutions.
   3. [Dive Deep]: Problem-solving skills to get into details and find root causes.
   4. [Customer obsession]: Obtain the best outcome for customers.
5. Ability to accept supervision and follow directions.
6. Ability to quickly learn and navigate multiple CIBT systems and client platforms.
7. Ability to work well as a member of the team.
8. Ability to work in a high-pressure environment and adapt to situations.
9. Compliance to Standards of Work.

WORKING CONDITIONS/LOCATION:

• Hybrid Model: 3 days work from CIBT office and 2 days from client location.

EDUCATION/EXPERIENCE:

• Proven experience in a similar role.
• Minimum Bachelor's degree from college or university.
• Three to five years paralegal experience and/or three to five years VISA/Passport training or two years global immigration experience.

TECHNICAL EXPERIENCE:

• To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Adobe, remote meeting software and be comfortable working in databases.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

Equal Employment Opportunities: As part of our dedication to the diversity of our workforce, CIBT is committed to Equal Employment Opportunity without regard for race, color, national origin, ethnicity, gender, protected veteran status, disability, sexual orientation, gender identity, or religion.