Administrative Assistant [Temporary 8 Months]

RPMGlobal; Hamilton; On-site; CAD 45,000 - 56,000; Full time

Job summary

Doane Grant Thornton in Ancaster is seeking an Administrative Assistant for a temporary 8-month assignment. You will support the External Client Services team, format financial statements, manage data in D365, handle front desk duties, and coordinate meetings.

The role requires at least 1 year of admin experience, excellent communication, strong interpersonal skills, and proficiency with Microsoft Office. You’ll be on-site five days a week and contribute to a professional, client-focused

Qualifications

• Minimum 1 year of administrative experience in a busy professional services environment.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and ability to build professional relationships.
• Ability to work effectively for several people at the same time.
• Strong attention to detail and consistent production of high-quality work.
• Ability to work effectively within tight timelines on simultaneous projects.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with CRM tools is considered an asset.
• Availability to work overtime as required.
• Exceptional client service mindset with ability to de-escalate situations.
• Knowledge of accounting processes is an asset.

Responsibilities

• Support the External Client Services team to produce high quality client deliverables.
• Format and assemble financial statements and client deliverables per firm standards.
• Enter and maintain client data in Dynamics 365 (D365) and manage jobs/files.
• Perform general administrative duties including front desk duties and filing.
• E-file tax returns to CRA to meet deadlines.
• Provide billing support and prepare invoices; follow up on AR when appropriate.
• Manage confidential documents and secure file transfers with clients.
• Coordinate appointments, meetings, and catering; support firm culture and professionalism.
• Cover reception responsibilities as needed and perform other duties.

Skills

Administrative experience

Verbal communication

Written communication

Interpersonal skills

Multi-tasking

Time management

Microsoft Office

CRM tool

Overtime availability

Client service mindset

Accounting process knowledge

Tools

Microsoft Office Suite

CRM tool

Job description

Who we are

You know those big cities that still feel like small towns? Where everyone's friendly and helps each other out? That's like Doane Grant Thornton. Except here we're all professionals and there isn't a mayor or a general store. What we're trying to say is that we're a large and growing professional services firm that still feels like a community. We employ about 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live. That's what's most important to us. We're building a thriving organization that’s purpose driven and still want to remember what your favourite milkshake flavour is.

As an Administrative Assistant [Temporary 8 Months] your responsibilities will include:

• Working independently and within a team environment to support the External Client Services team within the Business Unit, Office and/or Service Line to produce high quality client deliverables
• Format and assemble electronic and/or paper financial statements (or other client deliverables) in compliance with Firm standards, ensuring a high level of attention to detail, proof-reading, and ensuring timely delivery
• Entering and maintaining client data using Microsoft Dynamics 365 software (D365), creating jobs in D365, rolling forward of jobs/files, and archiving as appropriate for the engagement
• General administrative duties including, but not limited to answering calls, filing, photocopying, scanning, welcoming clients/colleagues at front desk and organizing couriers
• E-filing tax returns to CRA to meet filing deadlines
• Participate in training to stay current with changes in software and processes
• Data entry and maintenance of paper and electronic files, in accordance with the Firm’s document retention and destruction policies and procedures
• Preparing and editing correspondence, reports, proposals, and other documents
• Provide billing support using Grant Thornton’s systems and in accordance with the terms of the engagement including preparing invoices to clients, as well as following up on AR when appropriate
• Scanning documents and embedding in electronic file, sending, and receiving documents electronically to clients through various secure file transfer platforms, ensuring confidentiality of sensitive information
• Managing communications and expense administration on behalf of team leadership
• Coordinating external/internal appointments, meetings, facility/room reservations and catering
• Supporting the Firm’s professional image and culture by demonstrating professional behaviour and building positive professional relationships
• This role will involve being the primary person to cover reception responsibilities, in addition to the regular administrative responsibilities
• Other duties as required

Doane Grant Thornton

If you're a bit like us, you're driven to connect with how others are feeling and thinking. Here we walk in others shoes before taking action. Just imagine being part of a team that puts "we before me", where flexAbility is a mindset, and where you trust your colleagues to have your back. At Doane Grant Thornton, you'll work with inspiring leaders who support your development, both personally and professionally. This is a place where your insatiable curiosity enables you to think, see and hear from a variety of perspectives, a place where every day is different and having the courage to grow is part of who you are. And when all this comes together, well that's when the magic happens!

Want to learn more about who we are and how we live our purple every day? Read our colleagues' stories at www.discoveryourpurple.ca

Think you've got what it takes to be an Administrative Assistant [Temporary 8 Months]? Like the colour purple? Great. Here’s a few more boxes we're also hoping you can tick:

• Minimum 1 year of administrative experience in a busy professional services environment
• Excellent verbal and written communication skills
• Solid business acumen with strong interpersonal skills and demonstrated ability to build positive professional relationships
• Ability to work effectively for several people at the same time
• Strong attention to detail and consistent production of high-quality work
• Ability to work effectively within tight timelines on simultaneous projects
• Strong knowledge of and experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with CRM tool considered an asset
• Availability to work overtime as required
• Exceptional client service mindset with ability to de-escalate potentially difficult situations
• Knowledge of accounting process an asset

At Doane Grant Thornton we're focused on making a difference in the lives of our clients, our colleagues and our communities. That's our purpose. Or, as we like to say, living our purple.

At Doane Grant Thornton, we believe compensation should reflect more than just market data—it should reflect you. We’re serious about compensation. We benchmark regularly across a wide spectrum of roles, industries, sectors, and levels to ensure our ranges are both competitive and current. But we don't stop there. We also consider the unique strengths, experiences, and impact each individual brings to the table. Our salary ranges are reviewed annually, and where you land within the range depends on a mix of factors - your background, your skills, and how your contributions align with internal equity. To help start the conversation, the current salary range for this role is $45,100-$56,300 in Ancaster. If the role is available in other locations, the range may differ to reflect local market factors.

*This role is required to be onsite, in-office 5 days each week.

Are you ready to Discover Your Purple?