Administrative Assistant/Adjoint(e) Administratif(ve)

Levy Pilotte LLP; Montreal; On-site; CAD 42,000 - 60,000; Full time

Job summary

Levy Pilotte LLP is seeking an Administrative Assistant to provide administrative support while working closely with partners, managers and professionals to help ensure the smooth operation of the firm. Responsibilities include preparing client files, coordinating document delivery for signatures, formatting reports and spreadsheets, and managing calendars and meetings.

The role also involves coordinating T1 returns, answering inquiries from clients and authorities, providing reception coverage,

Qualifications

• Diploma or certificate in Office Administration or related field.
• 5–7 years of experience in a similar role, preferably in a public accounting firm.
• Intermediate proficiency in Microsoft Office (Outlook, Word, Excel).
• Knowledge of CaseWare/CaseView, Taxprep and DT Max is an asset.
• Valid First Aid certification.

Responsibilities

• Prepare client files and bind documents for delivery.
• Coordinate document delivery to clients for signatures.
• Format, review, finalize and produce documents and spreadsheets.
• Coordinate the T1 tax return process from start to finish.
• Manage assigned managers’ calendars and schedule meetings.
• Follow up with clients, suppliers and authorities as required.
• Provide reception coverage during replacement periods.
• Train staff on work methods and CaseView usage.
• Review junior administrative assistants' work when required.
• Act as First Aid Attendant/First Responder in emergencies.

Skills

Interpersonal skills

Communication skills

Team collaboration

Multitasking

Stress management

Attention to detail

Time management

Initiative

Problem solving

Education

DEC/AEC in Office Administration

First Aid certification

Tools

CaseWare/CaseView

Taxprep

DT Max

Job description

Qualifications

• Orientation client.

ADMINISTRATIVE ASSISTANT

The Administrative Assistant provides administrative support services while working closely with partners, managers, and professionals to help ensure the smooth operation of the firm.

Key Responsibilities

• Prepare client files, including assembling and binding documents, coordinating shipments, archiving and filing documents (both electronic and paper), including e-filing and PDF conversion.
• Coordinate the delivery of documents to clients for signature purposes.
• Format, review, finalize, and produce various documents, including correspondence, reports, statements, invoices, forms, presentations, organizational charts, and spreadsheets in both electronic and hard-copy formats.
• Coordinate the T1 tax return process from preparation through final delivery to clients.
• Manage assigned managers’ calendars, schedule and confirm meetings and appointments.
• Follow up with clients, suppliers, and government authorities as required.
• Provide reception coverage as needed and assume all related responsibilities during replacement periods.
• Train and support employees on work methods and the use of common software applications, including document formatting in CaseView.
• Review the work of junior administrative assistants when required.
• Act as a First Aid Attendant/First Responder in emergency situations.

Qualifications

Education and Experience

• Diploma or Certificate (DEC/AEC) in Office Administration, Secretarial Studies, or Administrative Techniques.
• 5 to 7 years of experience in a similar role, preferably within a public accounting firm.
• Intermediate proficiency in Microsoft Office Suite (Outlook, Word, and Excel).
• Knowledge of CaseWare/CaseView, Taxprep, and DT Max is considered an asset.
• Valid First Aid certification.

Skills and Competencies

• Strong interpersonal and communication skills.
• Client-focused approach.
• Team-oriented and collaborative mindset.
• Ability to adapt and manage multiple priorities simultaneously.
• Strong ability to manage stress, priorities, and confidential information.
• Commitment to meeting deadlines.
• Excellent attention to detail and quality of work.
• Initiative and resourcefulness.
• Ability to anticipate issues and develop practical solutions.
• Strong organizational and time management skills.