Administrative Assistant

McColl Turner LLP; New Brunswick; Remote; CAD 40,000 - 55,000; Full time

Job summary

A professional services firm in Fredericton, NB is looking for an administrative support professional to assist with client deliverables, manage billing, and coordinate meetings. Candidates should excel at multitasking and possess strong communication skills. The firm offers perks like profit sharing and flexible work arrangements during the summer.

Benefits

Profit sharing

Flex days

RRSP contributions

Wellness benefits

Work remotely in summer for 4 weeks

Qualifications

• 2-4 years of experience in an administrative role is preferred.
• Proficient in Microsoft Office applications.
• Strong communication and interpersonal skills are essential.
• Able to manage tight deadlines on multiple projects.

Responsibilities

• Support client interactions and execute deliverables.
• Manage billing processes and prepare invoices.
• Coordinate internal and external meetings.
• Maintain client data using Microsoft Dynamics 365.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Proficiency in Microsoft Office

Education

Office Administration program or relevant experience

High school diploma

Tools

Microsoft Dynamics 365

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Overview

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

Doane Grant Thornton is committed to employment equity, human rights and respectful workplace principles throughout the life cycle of employment. We welcome applications from all equity-deserving groups. If 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.

Location : Fredericton, NB

J-18808-Ljbffr