Executive Assistant

Segal GCSE LLP; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A mid-size accounting firm in Toronto is seeking an Executive Assistant to provide administrative support primarily to Partners. The role involves managing correspondence, scheduling, and client file management. Ideal candidates will have a post-secondary education and at least three years of relevant experience, preferably in an accounting or professional services firm. This position offers a hybrid work arrangement.

Qualifications

• Minimum of 3 years of relevant experience required.
• Previous experience in an accounting firm is an asset.
• Ability to deal confidently with all staff levels in a professional manner.

Responsibilities

• Provide administrative support to Partners and their teams.
• Manage calendars, schedule appointments, and coordinate client intakes.
• Assemble and submit client financial statements and documentation.

Skills

Excellent written and verbal communication skills

Strong organizational skills

Detail oriented

Ability to manage tight deadlines

Excellent judgment

Problem-solving skills

Proficiency in Microsoft Office Suite

Technologically savvy

Education

Post secondary diploma/degree in a related field

Tools

CaseWare

Taxprep

XCM

CEM

Job description

Executive Assistant

Segal GCSE LLP is a rapidly growing mid-size accounting, tax and business advisory firm situated in midtown Toronto. Our firm is committed to growth by investing in our team, providing continuous learning and a positive, supportive work environment, all with a focus on providing clients with the best-in-class client service.

The Executive Assistant provides administrative support primarily to two Partners (sometimes multiple) and on occasion their supporting team of Accountants. This individual acts as the central point of contact for incoming correspondence with clients and is responsible for coordinating the initial intake of new client files. The Executive Assistant plays a role in the assembly and submission of files, collating information, ensuring documentation is stored in the respective folder, submitting assembled files, and following up on services by generating invoices. In addition, the incumbent is responsible for managing multiple client lists, ensuring they are accurate and up to date. This role will be a hybrid working arrangement with work at home and work in the office.

Responsibilities

Administrative Support

• Acting as the central point of contact for all of Partner’s clients, promptly responding to e-mail and telephone correspondence on Partner’s behalf; providing support to Senior Manager, Tax as well.
• Managing Partner’s calendar, scheduling appointments, sending meeting requests, and rescheduling appointments as required
• Coordinating intake meetings with new clients
• Providing general administrative assistance to the Partner’s team, conducting research as requested, confirming client information, etc.
• Receiving and sorting mail for the Partner, scanning documents to be uploaded into system, and forwarding to the respective client
• Notifying the team of documentation received that has been uploaded into CaseWare
• Provide support to HR team on an as needed basis.

File Assembly and Submissions

• Send completed tax packages to clients via courier, Sharefile or email
• Receive and update CaseWare files and CEM programs with signed authorizations
• Assembling financial statements prepared by the Partner, photocopying and scanning for hard and soft-copy documentation
• Inputting year end information and scanning into CaseWare file
• Seeking Partner’s sign-off on letters
• Month end e filing
• Preparing packages to be sent via courier to appropriate recipient
• In-taking signed documents returned by clients and scanning into CaseWare
• Sending payments and year end documents to the CRA, ensuring cheques match the data outlined in the corresponding tax return, and letters stating payment amounts and purposes are accurate
• Liaise with CRA / Revenue Quebec, TFA regarding client issues; drafting letters to be submitted to the CRA regarding misapplication of payments, missing payments, and various other issues

Client File Management

• Responsible for setting up new clients in CaseWare, Taxprep, XCM, CEM etc
• Inputting new clients in the applicable client list(s)
• Setting up authorization documents, setting up HST and Payroll with the CRA and filing paperwork to be included in the client file
• Requesting prior year’s financials from clients
• Managing multiple client lists on a regular basis, ensuring each list is accurate and up-to-date; such lists include T1 list, PC list, In trust list, etc.

Knowledge, Skills and Abilities

• A post secondary diploma / degree in a related field plus a minimum of 3 years of relevant experience. Previous experience in an accounting firm or a professional services firm is an asset.
• Excellent written and verbal communication skills
• Strong organizational skills and very detail oriented.
• Ability to manage tight deadlines with highest degree of accuracy
• Excellent judgment and strong problem-solving skills
• Ability to deal confidently with Partners, managers and all staff levels in a professional manner
• Strong proficiency in Microsoft Office Suite and technologically savvy overall
• Prior experience in marketing or human resources is an asset.