Administrative Assistant [Temporary 8 Months]

Doane Grant Thornton•Hamilton, ON

10d•CA$45,100 - CA$56,300•Onsite

About The Position

This role is for an Administrative Assistant with a temporary duration of 8 months. The position involves supporting the External Client Services team within the Business Unit, Office, and/or Service Line to produce high-quality client deliverables. The role requires working independently and within a team environment, with a strong focus on attention to detail and timely delivery of financial statements and other client documents. Key responsibilities include data entry and maintenance using Microsoft Dynamics 365, general administrative duties, e-filing tax returns, preparing and editing correspondence, providing billing support, managing communications and expense administration, and coordinating appointments and meetings. A significant part of this role will involve covering reception responsibilities in addition to regular administrative tasks. The company emphasizes a community-like atmosphere within a large professional services firm, focusing on caring for colleagues, clients, and communities.

Requirements

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)
Availability to work overtime as required
Exceptional client service mindset with ability to de-escalate potentially difficult situations

Nice To Haves

Experience with CRM tool considered an asset
Knowledge of accounting process an asset

Responsibilities

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