Administrative Assistant

Doane Grant Thornton•Mississauga, ON

13d•CA$48,500 - CA$55,800•Onsite

About The Position

Doane Grant Thornton is a large and growing professional services firm that feels like a community, employing about 3000 people across Canada. They are committed to their colleagues, clients, and communities. This role supports the External Client Services team within the Business Unit, Office, and/or Service Line, producing high-quality client deliverables. The position involves formatting and assembling financial statements and other client deliverables, entering and maintaining client data using Microsoft Dynamics 365, and performing general administrative duties. Key tasks include e-filing tax returns, data entry, preparing and editing correspondence, providing billing support, managing electronic document transfers, coordinating appointments and meetings, and maintaining the firm's professional image. The company culture emphasizes empathy, collaboration, and personal and professional development.

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 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
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
Other duties as required