Administrative Assistant

Doane Grant Thornton•Duncan, BC

29d•CA$43,000 - CA$58,000•Onsite

About The Position

Doane Grant Thornton is a large and growing professional services firm that operates with a community feel, employing approximately 3000 people across Canada. The firm emphasizes caring for its colleagues, clients, and communities. This role supports the External Client Services team, focusing on producing high-quality client deliverables, managing client data, and ensuring compliance with firm standards. The position involves a variety of administrative tasks, client interaction, and maintaining electronic and paper files. The firm fosters a culture of collaboration, empathy, and professional development, encouraging employees to think from diverse perspectives and embrace growth.

Requirements

Minimum 1 year of administrative experience in a busy professional environment
Advanced proficiency in Microsoft Office Suite with strong word processing skills
Ability to learn new systems quickly, including MS Teams, Visio, Adobe Acrobat
Ability to manage multiple engagements simultaneously
Strong attention to detail and ability to produce of high-quality, technical work consistently
Ability to work effectively within tight timelines in a deadline-driven environment
Availability to work overtime as required during peak tax filing seasons, particularly February, March, April, and June and other times based on business needs
Exceptional client service skills and mindset
Excellent verbal and written communication skills
Strong business acumen and interpersonal skills and demonstrated ability to build positive professional relationships
Sound judgement in handling confidential and sensitive matters.

Nice To Haves

Experience with CRM tool is considered an asset
Knowledge of accounting industry is considered an asset, on-the-job training is provided

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
E-filing tax returns to CRA to meet filing deadlines
Communicating with clients when needed, to facilitate the signing of their tax return
Participating 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
Preparing invoices using Doane Grant Thornton’s systems and in accordance with the terms of the engagement, including sending 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
Coordinating external/internal appointments and meetings
Supporting the Firm’s professional image and culture by demonstrating professional behaviour and building positive professional relationships
Providing reception support as required
Performing general administrative duties including, but not limited to, answering calls, filing, photocopying, scanning, welcoming clients/colleagues at front desk and organizing couriers
Other duties as required