Administrative Assistant

Doane Grant Thornton•Toronto, ON

9d•Onsite

About The Position

Doane Grant Thornton is a large and growing professional services firm that emphasizes a community feel among its approximately 3000 employees across Canada. The firm values its colleagues, clients, and communities, striving to be a purpose-driven organization. This role supports the External Client Services team, managing client files, preparing documents, and ensuring accurate data entry. The position involves coordinating appointments, meetings, and client deliverables, as well as providing billing and accounts receivable support. General administrative duties and coverage for other administrative team members are also expected. The firm fosters a culture of empathy, collaboration, and continuous learning, encouraging employees to grow both personally and professionally.

Requirements

Minimum 3 years of administrative experience, preferably within a fast-paced professional services environment
Solid organizational skills including attention to detail and multi-tasking skills
Advanced working knowledge of MS Word, PowerPoint, Excel and Adobe Acrobat
A customer-oriented attitude
Excellent communication and interpersonal skills with an aptitude for building strong client relationships
Excellent problem-solving skills
Ability to work effectively for several people at the same time
Innovative thinking, sound judgment, and adaptable to service needs
Proven experience in providing exceptional client service
Takes initiative and direction and is a self-directed learner
Ability to multi-task and meet multiple and/or unexpected deadlines in a demanding environment
Demonstrates sound judgment regarding confidential and sensitive matters
Available to work overtime during peak tax filing seasons, particularly March, April, September, and October

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
Managing electronic and paper-based client files
Preparing, formatting and proof-reading documents including correspondence, reports, presentations and other documents
Preparation of client engagement letters
Proactively self-assigning tasks from a queue system
Entering and maintaining client data using STAR practice management applications, Microsoft Dynamics 365 and various other client management and project tracking software to ensure proper record keeping
Format and assemble electronic and/or paper client deliverables in compliance with Firm and department standards
Support of the engagement teams’ risk management processes though submission of queries, research, data entry and results verification
Coordinating external/internal appointments, meetings, facility/room reservations and catering
Supporting engagement teams in their preparation for client meetings
Collaborating with internal teams to address internal and external clients’ needs
Managing time and expense entry on behalf of team leadership
Providing billing support using Doane Grant Thornton’s systems and in accordance with the terms of the engagement contracts including preparing invoices to clients
Providing support to the management team in regards to Accounts Receivable
General administrative duties including, but not limited to answering calls, filing, photocopying, scanning, sorting and distributing mail, welcoming clients/colleagues at front desk and organizing couriers
Supporting Senior Administrative Assistants
Providing vacation coverage for other administrative team members when necessary.
Participating in training to stay current with changes in software and processes
Supporting the Firm’s professional image and culture by demonstrating professional behaviour and building positive professional relationships
Other duties as assigned