Administrative Assistant

McColl Turner LLP; Halifax; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Profit sharing

Flex days

RRSP contributions

Firmwide holiday closure

Wellness benefits

Concierge-like benefits

Work from anywhere in Canada in the夏 4

Job summary

Doane Grant Thornton in Halifax, NS is seeking an Administrative Assistant to support Practitioners and the firm’s growing practice. You will schedule meetings, handle correspondence, prepare letters, manage filing, and assist with billing and data entry in Dynamics 365.

The role requires an Office Administration program or 2–4 years in an admin role, proficiency with Word/Excel/Outlook/PowerPoint, and a high school diploma.

Qualifications

• Completion of Office Administration program or 2-4 years in administrative role (preferred in professional services).
• A minimum of a high school diploma is required.
• Proficiency in Word, Excel, Outlook, and PowerPoint; ability to learn Firm software (e.g., TaxPrep, CaseWare, Visio).
• Candidates should possess excellent organizational and multitasking abilities, allowing them to manage multiple responsibilities.
• Strong communication and interpersonal skills are essential for frequent interaction with colleagues and clients.
• Knowledge of CRM platform (e.g., Microsoft Dynamics D365) is desirable.
• Capable of meeting tight deadlines on multiple projects.
• Must maintain confidentiality with sensitive matters.
• Available for some overtime throughout the year.

Responsibilities

• Work directly with practitioners to help manage dynamic growing practices.
• Schedule, liaise, and communicate with clients to prepare information for meetings and deadlines.
• Receive, distribute, and respond to mail, email, and calls; ensure follow up actions.
• Prepare letters and reports using firm templates with proofreading and quality checks.
• Assemble and file year-end and tax packages for clients with signatures and various filing methods.
• Enter and maintain client data in Dynamics 365 and manage jobs/files.
• Manage billing process including drafting and sending invoices.
• Prepare and track expense submissions.
• Occasional reception coverage and event coordination.
• Contribute to internal systems and process development.

Education

Office Administration program

High school diploma

Excellent organizational and multitasking abilities

Strong communication and interpersonal skills

Attention to detail and proactive approach

Ability to manage deadlines and multiple projects

Tools

Word

Excel

Outlook

PowerPoint

TaxPrep

CaseWare

Visio

Microsoft Dynamics D365

Job description

Who We Are

We are 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.

Office Location Halifax, NS (Downtown)

Alternate Location

Req # 12397

Posting Category

As a Administrative Assistant Your Responsibilities Will Include

• Work directly with 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 NSBU.
• Coordinate internal and external meetings, room bookings, video conferences, and in-office event.
• Work on various data quality projects as need dictates.
• Additional responsibilities, as assigned.

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 a Administrative Assistant? Like The Colour Purple? Great. Here’s a Few More Boxes We’re Also Hoping You Can Tick

• 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.

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.

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!

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

Are you ready to Discover Your Purple?

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 [e-mail] and we will work with you to meet your accommodation needs.