Administrative Assistant

Doane-Grant-Thornton-LLP; Courtenay; On-site; CAD 43,000 - 58,000; Full time

Job summary

Doane Grant Thornton in Courtenay is seeking an Administrative Assistant to support the External Client Services team. You will format and assemble client deliverables, manage data in Dynamics 365, file tax returns, and coordinate meetings, keeping confidentiality and accuracy.

This role requires at least one year of administrative experience, strong MS Office and CRM skills, and the ability to multitask in a deadline-driven environment.

Qualifications

• 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.
• Experience with CRM tool is considered an asset.
• Ability to manage multiple engagements simultaneously.
• Strong attention to detail and ability to produce high-quality, technical work.
• Ability to work within tight timelines in a deadline-driven environment.
• Availability to work overtime during peak tax filing seasons and other times as needed.
• Exceptional client service and communication skills.
• Strong business acumen and interpersonal skills.

Responsibilities

• Support External Client Services to produce high quality client deliverables.
• Format and assemble financial statements and other deliverables per firm standards.
• Enter and maintain client data in Microsoft Dynamics 365 (D365).
• File tax returns with CRA to meet deadlines.
• Communicate with clients to facilitate signing of tax returns.
• Participate in training to stay current with software and processes.
• Maintain paper and electronic files per retention policies.
• Prepare and edit correspondence, reports, and invoices.
• Coordinate appointments and meetings; provide front desk support as needed.

Skills

MS Office

CRM experience

Attention to detail

Multitasking

Communication

Client service

Overtime readiness

Learning new systems

Verbal & written communication

Interpersonal skills

Accounting knowledge

Data entry

Tools

CRM tool

Job description

Who we are

You know those big cities that still feel like small towns? Where everyone's friendly and helps each other out? That's like Doane Grant Thornton. Except here we're all professionals and there isn't a mayor or a general store. What we're trying to say is that we're a large and growing professional services firm that still feels like a community. We employ about 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live. That's what's most important to us. We're building a thriving organization that's purpose driven and still want to remember what your favourite milkshake flavour is.

As an Administrative Assistant your responsibilities will include:

• Working 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


• Entering and maintaining 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-filing tax returns to CRA to meet filing deadlines


• Communicating with clients when needed, to facilitate the signing of their tax return


• Participating 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's document retention and destruction policies and procedures


• Preparing and editing correspondence, reports, proposals, and other documents


• Preparing invoices using Doane Grant Thornton's systems and in accordance with the terms of the engagement, including sending invoices to clients, as well as following up on AR when appropriate


• Scanning documents and embedding in electronic file, sending, and receiving documents electronically to clients through various secure file transfer platforms, ensuring confidentiality of sensitive information


• Coordinating external/internal appointments and meetings


• Supporting the Firm's professional image and culture by demonstrating professional behaviour and building positive professional relationships


• Providing reception support as required


• Performing 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

Doane Grant Thornton

If you're a bit like us, you're driven to connect with how others are feeling and thinking. Here we walk in others shoes before taking action. Just imagine being part of a team that puts "we before me", where flexAbility is a mindset, and where you trust your colleagues to have your back. At Doane Grant Thornton, you'll work with inspiring leaders who support your development, both personally and professionally. This is a place where your insatiable curiosity enables you to think, see and hear from a variety of perspectives, a place where every day is different and having the courage to grow is part of who you are. And when all this comes together, well that's when the magic happens!

Want to learn more about who we are and how we live our purple every day? Read our colleagues' stories at www.discoveryourpurple.ca

Think you've got what it takes to be an Administrative Assistant? Like the colour purple? Great. Here's a few more boxes we're also hoping you can tick:

• 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 quicky, including MS Teams, Visio, Adobe Acrobat


• Experience with CRM tool is considered an asset


• Ability to manage multiple engagements simultaneously


• Strong attention to detail and ability to produce of 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


• Excellent verbal and written communication skills


• Strong business acumen and interpersonal skills and demonstrated ability to build positive professional relationships


• Sound judgement in handling confidential and sensitive matters.


• Knowledge of accounting industry is considered an asset, on-the-job training is provided

At Doane Grant Thornton we're focused on making a difference in the lives of our clients, our colleagues and our communities. That's our purpose. Or, as we like to say, living our purple.

At Doane Grant Thornton, we believe compensation should reflect more than just market data—it should reflect you. We're serious about compensation. We benchmark regularly across a wide spectrum of roles, industries, sectors, and levels to ensure our ranges are both competitive and current. But we don't stop there. We also consider the unique strengths, experiences, and impact each individual brings to the table. Our salary ranges are reviewed annually, and where you land within the range depends on a mix of factors—your background, your skills, and how your contributions align with internal equity. To help start the conversation, the current salary range for this role is $43,000-$58,000 in Courtenay. If the role is available in other locations, the range may differ to reflect local market factors.

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

Are you ready to Discover Your Purple?