Senior Administrative Assistant

Doane Grant Thornton LLP; Eastern Ontario; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading professional services firm in Kingston, Ontario, is seeking a Senior Administrative Assistant to manage workflow and support team operations. The ideal candidate has 3 to 5 years of experience in a similar role, advanced knowledge of MS Office, and exceptional communication skills. Responsibilities include maintaining client data, preparing correspondence, and supporting billing processes. This position requires in-office work 5 days a week, offering a range of benefits including profit sharing and wellness programs.

Benefits

Profit sharing

Flex days

RRSP contributions

Firmwide holiday closure

Wellness benefits

Work from anywhere in summer for 4 weeks

Qualifications

• 3 to 5 years' experience in a professional services environment.
• Advanced knowledge of MS Word, Excel, and PowerPoint.
• Knowledge of CaseWare or similar for financial statement processing.
• Excellent verbal and written communication skills.
• Strong attention to detail and time management skills.

Responsibilities

• Manage workflow and day-to-day tasks for partners and clients.
• Support business unit with high-quality client deliverables.
• Maintain client data and prepare invoices.
• Ensure confidentiality of sensitive information.
• Demonstrate professional behavior and build relationships.

Skills

MS Word

Excel

PowerPoint

Verbal communication

Written communication

Interpersonal skills

Time management

Attention to detail

Client service mindset

Tools

Microsoft Dynamics 365

CaseWare

TaxPrep

Job description

Overview

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. 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 a Senior Administrative Assistant your responsibilities will include:

• Ability to be proactive in managing workflow and tasks associated with the day-to-day needs of partners, practitioners and clients
• 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
• Entering and maintaining client data using Microsoft Dynamics 365 software, 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 and transferring incoming calls, filing, photocopying, scanning, e-faxing, mailing and couriers
• Preparing and editing correspondence, reports, proposals and other documents
• Provide billing support using Doane 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, expense administration and travel arrangements on behalf of team leadership
• Supporting the Firm's professional image and culture by demonstrating professional behaviour and building positive professional relationships
• Other duties as required

About 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 a Senior Administrative Assistant? Like the colour purple? Great. Here’s a few more boxes we’re also hoping you can tick:

• Minimum of 3 to 5 years' experience within a professional services environment or similar industry
• Advanced strong knowledge of and experience working with MS Word, Excel, and PowerPoint
• Knowledge of CaseWare (and/or Keystone), experience in financial statement processing and experience with TaxPrep software or other similar programs would be an asset
• Excellent verbal and written communication skills
• Solid business acumen with strong interpersonal skills and demonstrated ability to build positive professional relationships
• Excellent organizational and time management skills, with the ability to manage competing priorities and work under pressure with multiple deadlines
• Strong attention to detail and consistent production of high quality work
• Ability to work effectively within tight timelines on simultaneous projects
• Availability to work overtime as required during peak business times
• Exceptional client service mindset with ability to de-escalate potentially difficult situations

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.

What’s in it for you?

Profit sharing, Flex days, RRSP contributions, Firmwide holiday closure, Wellness benefits, Concierge-like benefits, Work from anywhere in Canada in the summer for 4 weeks, and more!

• This role is required to be in-office 5 days per week

Are you ready to Discover Your Purple?

Doane Grant Thornton is committed to employment equity, human rights and respectful workplace principles throughout the life cycle of employment, including at the recruitment and hiring stages. We welcome applications from members of all equity deserving groups, including persons with disabilities, women, racialized and/or Indigenous applicants. Should you require accommodation in relation to the recruitment process, please notify us by emailing and we will work with you to meet your accommodation needs.