Senior Administrative Assistant

About EF Education First

At EF we believe that the world is better when people try to understand one another. Since 1965, we have helped millions of people see new places, experience new cultures, and learn new things about the world and about themselves. Our culturally immersive education programs—focused on language, travel, cultural exchange, and academics—turn dreams into international opportunities.

When you join EF, you join a multicultural and diverse community working across more than 600 schools and offices in 50 countries, all with one shared mission of opening the world through education. Whoever you are, whatever you are passionate about—we welcome you and want you to bring that to work every day. EF is proud to be an equal opportunity employer and we are committed to inclusion and belonging across race, ethnicity, gender, age, religion, caste, parental status, identity, experience and everything else that makes you unique.

Founded in Sweden in 1965, EF has schools and offices around the world, including hubs in Boston, London, Mexico City, São Paulo, Shanghai, Stockholm, Zürich, and more. Learn more at https://www.ef.com.

• Maintain accurate records of all visa applications and related documentation.
• Coordinate and manage the entire visa process for new staff, including document preparation, submission, and follow-up.
• Liaise with relevant authorities, law firms, embassies, and consulates to ensure timely processing of visa applications.
• Provide comprehensive support to new employees throughout the visa application process, including answering queries and providing necessary documentation.
• Stay updated with the latest immigration laws and regulations to ensure compliance.
• Collaborate with the recruitment team, hiring managers and payroll and other departments to facilitate a seamless onboarding process for new hires.
• Identify and implement process improvements to enhance the efficiency of the visa coordination process.
• Prepare regular reports on visa application status and provide updates to relevant stakeholders.
• Handle travel planning, including booking hotels, serviced apartments, and flight tickets for new inbound staff
• Proven ability to take ownership of tasks and see them through to completion.
• Proactive and able to work independently with minimal supervision.
• University degree in Business Administration, Human Resources, or a related field.
• Minimum of 5 years of experience in an administrative role or as a public servant, with a focus on administrative tasks.
• Exceptional attention to detail and the ability to manage complex administrative processes.
• Strong command of English, both written and verbal.
• Excellent organizational and time management skills.