Administrative Assistant

Keough O’Brien Shea Chartered Professional Accountants; Stratford; On-site; CAD 30,000 - 60,000; Full time

Job summary

A chartered professional accountants firm is looking for an administrative support specialist in Stratford, PE. The role involves coordinating office operations, maintaining client files, assisting with tax returns, and providing customer service. Ideal candidates have a minimum high school education and at least one year of relevant experience. This is a full-time, permanent position with a pay of $26.00 per hour.

Benefits

Paid vacation of 2 weeks each year or 4% of salary

Minimum of 30 hours per week

Qualifications

• Minimum high school diploma required.
• At least one year of experience in a similar role is necessary.

Responsibilities

• Coordinate day-to-day office operations including scheduling client meetings.
• Manage client files ensuring financial records are well-organized.
• Draft and format correspondence and invoices for review.
• Assist in preparing year-end reports and tax returns.
• Answer incoming calls and provide information on services.

Skills

Coordination skills

Organization

Communication skills

Proficiency in QBO

Experience with Sage

Experience with TaxCycle

Attention to detail

Education

High school diploma

Tools

Sage

TaxCycle

QuickBooks Online (QBO)

Financial Cents

Job description

Overview

Company Keough O’Brien Shea Chartered Professional Accountants

Address: 8 Myrtle Street, Suite- 201 Stratford PE C1B1P4 Canada

Reporting to: Manager

NOC: 13110

Terms of Employment: Full Time, Permanent Position

Location of Work: Stratford, PE

Job Reference Number: #KB21

Benefits

• Minimum of 30 hours/ week throughout your employment period
• Paid Vacation of 2 Weeks each year or 4% of salary
• Pay: $26.00 per hour

Duties

• Coordinate day-to-day office operations – scheduling client meetings, maintaining calendars for senior accountants, and preparing meeting agendas.
• Manage client files (physical and digital), ensuring confidential financial records and tax documents are properly organized and securely stored.
• Draft, proofread, and format correspondence, invoices via QBO, and internal memos for partner and staff review.
• Assist in preparing year-end reports in Sage, tax returns through TaxCycle, and audit packages by compiling supporting documentation from clients.
• Answer incoming calls and emails, providing general information on services, and directing calls to the appropriate accountant or manager.
• Track and replenish office supplies, maintain vendor accounts, and support in managing expense reports.
• Create and update spreadsheets, client databases in Financial Cents, and simple accounting records under the supervision of accountants.
• Coordinate deadlines for client submissions, send reminders, and follow up to ensure timely receipt of required documents.
• Support onboarding of new clients by collecting identification, engagement letters, and other compliance documentation.
• Assist management in preparing presentations, proposals, and reports for clients and regulatory bodies.
• Provide administrative support for staff training sessions, and internal meetings.
• Maintain office equipment logs, schedule servicing, and liaise with IT support for system-related issues.

Qualifications

• Minimum high school
• Minimum one year of experience in similar role