Administrative Assistant

Keough O’Brien Shea Chartered Professional Accountants; Stratford; On-site; CAD 31,254 - 44,513; Full time

Benefits offered by this job

Paid vacation of 2 weeks or 4% of salary

Minimum of 30 hours per week

Job summary

Keough O’Brien Shea Chartered Professional Accountants is seeking a dedicated Administrative Assistant to join their team in Stratford, PE. This full-time, permanent role includes coordinating daily office operations, managing client files, drafting correspondence, and supporting audit preparations.

The successful candidate will have a high school diploma and at least one year of relevant experience. Key responsibilities involve maintaining organized records and providing administrative support for client engagements.

We offer a competitive hourly pay of $27.50 and paid vacation of two weeks annually or 4% of salary.

Qualifications

• Minimum high school education required.
• At least one year of experience in a similar administrative role.
• Ability to work legally in Canada.

Responsibilities

• Coordinate office operations including scheduling and document preparation.
• Manage confidential client files and records.
• Assist with year-end reports and audit packages.

Skills

Office operations coordination

Client file management

Correspondence drafting and proofreading

Financial documentation preparation

Education

High school diploma

Tools

QuickBooks Online (QBO)

Sage

TaxCycle

Financial Cents

Job description

Position: Administrative Assistant

Number of Positions we are hiring – 1

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

Language Preference: English

Job Reference Number: #KB21

We will provide:

• Minimum of 30 hours/ week throughout your employment period
• Paid Vacation of 2 Weeks each year or 4% of salary
• Pay: $27.50 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.

Requirements

• Minimum high school
• Minimum one year of experience in similar role
• Ability to work legally in Canada