Administrative Assistant: Dynamic Office & Client Support

Doane Grant Thornton LLP; Halifax; On-site; CAD 38,000 - 52,000; 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 is seeking an Administrative Assistant to support practitioners, coordinate schedules, and manage client communications in a fast-paced professional services environment.

The role requires proficiency in MS Office (Word/Excel/Outlook/PowerPoint) and familiarity with firm software, with attention to detail and strong organization. Onsite five days per week and opportunities to contribute to internal systems are offered.

Qualifications

• Successful completion of an Office Administration program or 2-4 years of experience in an administrative role.
• Proficiency in Word, Excel, Outlook, and PowerPoint with an aptitude to learn standard Firm software and other relevant applications.
• 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.

Responsibilities

• 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.

Skills

Administrative skills

Multitasking

Communication

Organizational skills

Attention to detail

Confidentiality

Overtime readiness

Education

Office Administration program

High school diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Microsoft Dynamics D365

Job description

Doane Grant Thornton is seeking an Administrative Assistant to support practitioners, coordinate schedules, and manage client communications in a fast-paced professional services environment.

The role requires proficiency in MS Office (Word/Excel/Outlook/PowerPoint) and familiarity with firm software, with attention to detail and strong organization. Onsite five days per week and opportunities to contribute to internal systems are offered.