Senior Administrative Assistant

Doane Grant Thornton LLP; Halifax; On-site; CAD 42,000 - 60,000; Full time

Job summary

Doane Grant Thornton LLP is seeking an Office Administrator to support practitioners and manage day-to-day office operations in Halifax. The role involves scheduling, client communication, document preparation, and filing, with emphasis on accuracy and timely delivery.

You will handle invoicing, expense claims, and data entry in Dynamics 365, while coordinating meetings and events. The position is on-site five days a week and requires strong organizational skills and confidentiality.

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 ability to learn Firm software.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Attention to detail and proactive approach to meet deadlines.
• Familiarity with a CRM platform (e.g., Microsoft Dynamics D365) is a plus.

Responsibilities

• Assist Practitioners with managing growing practices.
• Schedule, liaise, and communicate with clients and meetings.
• Receive, distribute, and respond to mail, email, calls, and reports; ensure follow-ups.
• Prepare letters and reports using Firm templates and ensure quality before delivery.
• Assemble and file year-end and tax packages; arrange e-signatures and filings.
• Enter client data in Dynamics 365, create jobs, and archive files.
• Manage billing processes including drafting and sending invoices.
• Prepare and track expense claims.
• Occasional reception coverage.
• Contribute to internal systems and participate in projects.
• Coordinate meetings, room bookings, video conferences, and events.
• Participate in data quality projects.

Skills

Word

Excel

Outlook

PowerPoint

Attention to detail

Communication skills

Multitasking

Education

Office Administration program

Tools

Microsoft Dynamics 365

TaxPrep

CaseWare

Visio

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. We’re a large and growing professional services firm that still feels like a community. We employ about 3,000 people across Canada and truly care about our colleagues, clients, and the communities where we work and live. We’re building a thriving organization that’s purpose‑driven.

Responsibilities

• Work directly with Practitioners to help manage their 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 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, 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, create jobs in D365, roll forward jobs/files, and archive as appropriate for the engagement.
• Manage the billing process for 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 events.
• Work on various data quality projects as needed.
• Additional responsibilities as assigned.

Qualifications

• Successful completion of an Office Administration program or 2–4 years of experience in an administrative role (experience in a professional services firm is preferred). A minimum of a high school diploma is required.
• Proficiency in Word, Excel, Outlook, and PowerPoint with an aptitude to learn standard Firm software (e.g., TaxPrep, CaseWare, Visio) and other relevant applications and technical/office equipment.
• Excellent organizational and multitasking abilities, enabling effective management of multiple responsibilities and maintenance of office efficiency.
• Strong communication and interpersonal skills, given frequent interaction with colleagues and clients.
• Attention to detail and a proactive approach to ensure all office support is handled promptly and to a high standard, and to anticipate the needs of both colleagues and clients.
• Desirable knowledge of a CRM platform (e.g., Microsoft Dynamics D365).
• Ability to meet tight deadlines on multiple projects.
• Capacity to maintain confidentiality when handling sensitive matters.
• Available to work some overtime throughout the year.
• Must be legally eligible to register for an online RepID account with the Canada Revenue Agency.
• This role requires on‑site presence in the office five days each week.

Equal Opportunity Employer

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 email and we will work with you to meet your accommodation needs.