Administrative Assistant

About Doane Grant Thornton

Doane Grant Thornton is a large and growing professional services firm with about 3000 people across Canada. We are committed to caring about our colleagues, our clients and the communities where we work and live.

The Role

As an Administrative Assistant, your responsibilities will include:

• Schedule, liaise, and communicate with others, including clients, to proactively prepare information in advance of meetings and deadlines.
• Receive, distribute, redirect, and respond to mail, email, telephone calls, reports, and other material. Ensure appropriate follow up action is taken where required in order to meet deadlines.
• Prepare letters and reports using Firm templates in compliance with Firm standards, including proofreading, reviewing, and verifying quality and content before finalizing any client deliverables.
• Assemble and file year-end and tax packages for clients, including facilitating electronic or in-person signatures and utilizing a variety of filing methods, including e-filing, uploading through portals, and courier.
• Enter and maintain client data using Microsoft Dynamics 365 software, create jobs in D365, roll forward jobs/files, and archive as appropriate for the engagement.
• Manage the billing process for your Practitioners, including drafting and sending invoices to clients.
• Prepare and track expense claim submissions.
• Reception coverage.
• Coordinate internal and external meetings, room bookings, video conferences, and in-office events.
• Occasional travel to nearby office in Central.
• Additional responsibilities, as assigned.

Requirements

• Successful completion of an Office Administration program and/or 2+ years of experience in an administrative role (experience in a professional services environment would be an asset).
• Proficiency in Word, Excel, Outlook, and PowerPoint with an aptitude to learn standard Firm software (e.g., TaxPrep, CaseWare) and other relevant applications and technical/office equipment.
• Excellent organizational and multitasking abilities, allowing you to effectively manage multiple responsibilities and maintain office efficiency.
• Strong communication and interpersonal skills, as the role involves frequent interaction with colleagues and clients.
• Keen attention to detail and a proactive approach to ensure that all aspects of office support are handled promptly and to a high standard, as well as the ability to anticipate the needs of both colleagues and clients.
• Knowledge of a CRM platform (e.g., Microsoft Dynamics D365) is desirable.
• Capable of meeting tight deadlines on multiple projects.
• Able to maintain confidentiality when working with sensitive matters.
• Willingness to support the NL admin team in maintaining a high standard of client service.
• Must be legally eligible to register for an online RepID account with Canada Revenue Agency.

Work Arrangement

This role is required to be onsite, in-office five days each week.

Benefits

• Profit sharing
• Flex days
• RRSP contributions
• Firmwide holiday closure
• Wellness benefits
• Concierge-like benefits
• And more