Administrative Supervisor – CV Labs | Superviseur administratif

CanadaVisa•Montreal, QC

About The Position

AI is rewriting the rules of legal practice. We are not watching - we are building! CV Labs is the product and growth studio inside CanadaVisa, Canada's immigration engine. Our ecosystem reaches 1.5 million visitors per month, powers the country's largest immigration peer community (~1M members), processes thousands of cases per year, and delivers personalized guidance to 180,000+ registered users. We have the distribution most startups would kill for — and the team to do something extraordinary with it. A legislative change has unlocked a massive new segment of Canadian immigration: one that potentially affects millions of people who do not yet know they are eligible. We are already capturing this wave and building the infrastructure to serve it at ten times the scale. To do that, we need the operational backbone to match: someone who can own the internal engine that keeps the firm running, so everyone else can focus on the work only they can do. The Administrative Supervisor is the connective tissue of the firm. You own the processes that everyone else depends on: communications, file management, HR administration, compliance, billing oversight, office operations, and IT coordination. When these systems run well, the whole firm moves faster. This is not a background role. You will work closely with leadership, interact with every team, and have direct visibility into how the firm operates. If you are the kind of person who constantly improves process before anyone asks - this is your seat.

Requirements

Operationally experienced. You have 3-5 years in an administrative, operations, or office management role, ideally in a legal or professional services environment. You have seen broken processes and fixed them.
A details person. Name discrepancies, misfiled documents, missing signatures - these things bother you. You catch them because you are paying attention, not because someone asked.
A strong written communicator. You can draft a professional letter, follow up on a time-sensitive file, and send a clear internal update - all in the same afternoon. Your written tone is calm, precise, and professional.
A systems thinker. When you solve the same problem twice, you ask why there is not a checklist, a template, or a better workflow. You do not wait for permission to make things more efficient.
Discreet. You handle confidential information daily - personnel matters, client data, financial records. You understand what that responsibility means and you take it seriously.
AI-curious. You have used tools like ChatGPT or Claude and you think about how technology can take repetitive work off your plate. You are not threatened by it - you are looking for ways to use it.

Responsibilities

Own communications. You are the first line on all inbound and outbound correspondence: government mail, client letters, faxes, portal notifications, and phone calls. Everything that comes in gets logged, sorted, and routed with precision. Everything that goes out reflects the firm's standards.
Run file operations. Open, maintain, and close client files in accordance with firm policy and regulatory requirements. Keep the document management system organized and enforce naming, filing, and archiving conventions. Conduct conflict checks at intake and maintain the conflict index.
Support HR end-to-end. Track vacation and leave, coordinate hiring logistics, onboard new staff, and manage offboarding, from paperwork to access revocation to final checklists.
Keep billing on track. Oversee the client billing cycle, audit invoices for accuracy, and flag discrepancies before they become problems. You are not doing accounting: you are making sure the process does not break.
Hold the line on compliance. Monitor regulatory obligations, flag professional conduct issues, and maintain the systems that keep the firm operating within its obligations. Conflict checks and indexing live with you.
Run the office. Manage supplies and equipment procurement, maintain vendor relationships, and coordinate workplace initiatives that keep the team functional and cohesive.
Coordinate IT. Serve as the operational liaison for IT support, manage onboarding and offboarding tasks across systems, and enforce security and access protocols. You do not need to be technical - you need to be reliable.