Administrative Assistant

Doane Grant Thornton LLP; Fredericton; On-site; CAD 40,000 - 60,000; Full time

Job summary

A professional services firm in Fredericton is seeking an administrative support professional. The role involves managing client interactions, preparing client deliverables, and coordinating meetings. Candidates should have experience in an administrative role and proficiency in relevant software. Competitive benefits include profit sharing and flexible work arrangements.

Benefits

Profit sharing

Flex days

RRSP contributions

Wellness benefits

Work from anywhere in Canada for 4 weeks in summer

Qualifications

• Experience in an administrative role, preferably in a professional services firm.
• Capability of maintaining confidentiality with sensitive matters.
• Legally eligible to register for an online RepID account with Canada Revenue Agency.

Responsibilities

• Manage dynamic practices by liaising with clients and preparing meeting information.
• Ensure quality and compliance in client deliverables by proofreading documents.
• Coordinate internal and external meetings and manage billing processes.

Skills

Proficiency in Word, Excel, Outlook, and PowerPoint

Organizational and multitasking abilities

Strong communication skills

Attention to detail

Ability to meet tight deadlines

Education

High school diploma

Office Administration program or equivalent experience

Tools

Microsoft Dynamics 365

TaxPrep

CaseWare

Visio

Job description

Overview

Doane Grant Thornton is 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. 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.

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!

Our culture

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

Equity and Accommodation

Doane Grant Thornton is committed to employment equity, human rights and respectful workplace principles throughout the life cycle of employment, including at the recruitment and hiring stages. We welcome applications from members of all equity deserving groups, including persons with disabilities, women, racialized and/or Indigenous applicants. Should you require accommodation in relation to the recruitment process, please notify us by emailing and we will work with you to meet your accommodation needs.