Administrative Assistant, Tax

Doane Grant Thornton•Calgary, AB

1d•Hybrid

About The Position

This role is for an Administrative Assistant in the Tax department at Doane Grant Thornton. The company describes itself as a large and growing professional services firm that maintains a community feel, employing about 3000 people across Canada. The Administrative Assistant will support tax practitioners in managing their practices, contribute to team culture, and assist with various administrative tasks related to tax return assembly and filing, corporate reorganizations, client file management, and communication with clients and government agencies. The role also involves preparing invoices, proofreading documents, coordinating meetings, and supporting expense and client management software.

Requirements

3-5 years of administrative experience in a busy professional services environment; working with multiple projects and meeting (at times completing) tight deadlines.
High degree of attention to detail and commitment to high-quality work
Demonstrated track record of working independently and collaboratively across various teams
Strong initiative and eagerness to learn, with a continuous improvement mindset, and openness to feedback
Business etiquette and a service-mindset
Ability to balance multiple priorities, deadlines, and requests of multiple colleagues
Strong multitasking, organizational and office administration skills
Solid business acumen, pragmatism, and problem-solving skills
Excellent verbal and written communication skills
Significant knowledge and experience working with MS Word, Excel, and PowerPoint
Must be willing to work overtime periodically (typically March – June)

Nice To Haves

Diploma or certificate in administrative assistant program considered an asset
Experience with CRM tools would be an asset

Responsibilities

Assist tax practitioners with managing their dynamic growing practices
Contribute to the team culture by looking for ways to improve work methods and ensuring positive work relationships
Assist in the assembly and filing of personal, trust/estate, corporate tax and partnership returns (T1, T2, T3, T5013, etc.) including collection of information, obtaining Partner approvals, and ensuring processes completion.
Assist in the implementation of corporate reorganizations, including finalizing and sending recommendation letters, reporting letters, assembly and filing of tax elections (T2027, T2054, T2057, etc.), collection of information, obtaining Partner approvals, and ensuring processes completion.
Manage electronic and paper-based client files; efficiently file, fax, scan and photocopy
Sending & receiving e-documents to and from clients through various secure file transfer platforms
Participate in training to stay current with changes in software and processes
Prepare invoices to clients and communicate with clients on invoice queries
Facilitate the direct liaising (verbal, written & otherwise) with current and potential clients; CRA and other governmental agencies; and other 3rd parties as required.
Proof documents, prepare, and edit reports and correspondence on behalf of the Partners and Managers
Prepare and edit reports, proposals, marketing materials, and other communications (strong proofing and formatting skills are essential)
Arrange, participate in, and take notes at meetings and conference calls
coordinate external/internal staff meetings, room bookings, meal/catering, technical equipment and reports/documentation
Become positive contributor to wider Administrative Team (provide input when necessary, towards the proactive and evolution of administrative advancements in general for the firm)
Support expense administration (practice management software), track contacts and prospects (client management software), and provide assistance on travel arrangements