Administrative Assistant

Grant Thornton; Fredericton; Hybrid; CAD 40,000 - 60,000; Full time

Job summary

A professional services firm in Fredericton seeks an administrative support professional to assist with client deliverables and internal communications. Ideal candidates will have office administration experience, strong communication skills, and proficiency in Microsoft Office. The role includes managing schedules, preparing reports, and supporting the billing process. Enjoy flexible work benefits and a community-oriented workplace.

Benefits

Profit sharing

Flex days

RRSP contributions

Wellness benefits

Work from anywhere in Canada for 4 weeks in summer

Qualifications

• 2-4 years of experience in an administrative role, preferably in a professional services firm.
• Excellent communication and interpersonal skills for client interactions.
• Availability to work some overtime throughout the year.

Responsibilities

• Manage scheduling and communication for practitioners.
• Prepare and track billing and client deliverables.
• Coordinate internal and external meetings.

Skills

Organizational skills

Multitasking abilities

Communication skills

Attention to detail

Proficiency in Microsoft Office

Education

Office Administration program or equivalent experience

High school diploma

Tools

Microsoft Dynamics 365

Word

Excel

Outlook

PowerPoint

Job description

Overview

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. 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. We’re building a thriving organization that’s purpose driven and remember what your favourite milkshake flavour is.

This role directly supports a Partner – Assurance and a Senior Manager – Independent Business Group in our Fredericton office, and by extension, the team in our New Brunswick Business Unit (NBBU) and colleagues in our Fredericton office. You will also support client interactions and execute on client deliverables to create the best client experience.

Responsibilities

• Work directly with your Practitioners to help manage their dynamic growing practices.
• 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.
• Occasional reception coverage.
• Participate in the development of internal systems and processes and in projects with others within the NBBU.
• Coordinate internal and external meetings, room bookings, video conferences, and in-office events.
• Additional responsibilities, as assigned.

About Doane Grant Thornton

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

Qualifications

• Successful completion of an Office Administration program or 2-4 years of experience in an administrative role (experience in a professional services firm is preferred). A minimum of a high school diploma is required.
• Proficiency in Word, Excel, Outlook, and PowerPoint with an aptitude to learn standard Firm software (e.g., TaxPrep, CaseWare, Visio) and other relevant applications and technical/office equipment.
• Candidates should possess excellent organizational and multitasking abilities, allowing them to effectively manage multiple responsibilities and maintain office efficiency.
• Strong communication and interpersonal skills are essential, as the role involves frequent interaction with colleagues and clients.
• A keen attention to detail and a proactive approach is necessary 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.
• Available to work some overtime throughout the year.
• Must be legally eligible to register for an online RepID account with Canada Revenue Agency.

What’s in it for you?

• Profit sharing
• Flex days
• RRSP contributions
• Firmwide holiday closure
• Wellness benefits
• Concierge-like benefits
• Work from anywhere in Canada in the summer for 4 weeks
• And more!

Culture

Our special culture shines through when we have the opportunity to connect in person. That’s why we’re working in a model where teams are required to be together in the office 4 days per week.

Are you ready to Discover Your Purple?