About This Role
An Administrative Assistant works independently and as part of a team to support the External Client Services team, producing high-quality client deliverables and ensuring timely delivery. This role suits a professional who is driven to connect with others and is curious, with a focus on client service and building positive relationships.
Responsibilities
- Work independently and within a team environment to support the External Client Services team within the Business Unit, Office, and/or Service Line to produce high-quality client deliverables
- Format and assemble electronic and/or paper financial statements (or other client deliverables) in compliance with Firm standards, ensuring a high level of attention to detail, proof-reading, and ensuring timely delivery
- Enter and maintain client data using Microsoft Dynamics 365 software (D365), creating jobs in D365, rolling forward of jobs/files, and archiving as appropriate for the engagement
- E-file tax returns to CRA to meet filing deadlines
- Communicate with clients when needed, to facilitate the signing of their tax return
- Participate in training to stay current with changes in software and processes
- Data entry and maintenance of paper and electronic files, in accordance with the Firm
- Prepare and edit correspondence, reports, proposals, and other documents
- Prepare invoices using Doane Grant Thornton
- Scan documents and embed in electronic file, send, and receive documents electronically to clients through various secure file transfer platforms, ensuring confidentiality of sensitive information
- Coordinate external/internal appointments and meetings
- Support the Firm
- Provide reception support as required
- Perform general administrative duties including, but not limited to, answering calls, filing, photocopying, scanning, welcoming clients/colleagues at front desk and organizing couriers
- Other duties as required
Requirements
- Minimum 1 year of administrative experience in a busy professional environment
- Advanced proficiency in Microsoft Office Suite with strong word processing skills
- Ability to learn new systems quickly, including MS Teams, Visio, Adobe Acrobat
- Ability to manage multiple engagements simultaneously
- Strong attention to detail and ability to produce high-quality, technical work consistently
- Ability to work effectively within tight timelines in a deadline-driven environment
- Availability to work overtime as required during peak tax filing seasons, particularly February, March, April, and June and other times based on business needs
- Exceptional client service skills and mindset
