Administrative Assistant [Temporary 14 months]

Doane Grant Thornton•St. John's, NL

3d•Hybrid

About The Position

Doane Grant Thornton is a large and growing professional services firm that emphasizes a strong sense of community among its approximately 3000 employees across Canada. The firm values its colleagues, clients, and communities, striving to be a purpose-driven organization. This role is a temporary position for 14 months.

Requirements

Successful completion of an Office Administration program or 1-3 years of experience in an administrative role (experience in a professional services firm would be an asset).
A minimum of a high school diploma is required.
Proficiency in Word, Excel, Outlook, and PowerPoint with an aptitude to learn standard Firm software (e.g., TaxPrep, CaseWare, Visio) and other relevant applications and technical/office equipment.
Strong communication and interpersonal skills are essential, as the role involves frequent interaction with colleagues and clients.
A keen attention to detail and a proactive approach is necessary to ensure that all aspects of office support are handled promptly and to a high standard, as well as the ability to anticipate the needs of both colleagues and clients.
Capable of meeting tight deadlines on multiple projects.
Able to maintain confidentiality when working with sensitive matters.
Must be legally eligible to register for an online RepID account with Canada Revenue Agency.

Nice To Haves

Candidates should possess excellent organizational and multitasking abilities, allowing them to effectively manage multiple responsibilities and maintain office efficiency.
Knowledge of a CRM platform (e.g., Microsoft Dynamics D365) is desirable.

Responsibilities

Work directly with Practitioners to help manage their dynamic growing practices.
Schedule, liaise, and communicate with others, including clients, to proactively prepare information in advance of meetings and deadlines.
Receive, distribute, redirect, and respond to mail, email, telephone calls, reports, and other material. Ensure appropriate follow up action is taken where required in order to meet deadlines.
Prepare letters and reports using Firm templates in compliance with Firm standards, including proofreading, reviewing, and verifying quality and content before finalizing any client deliverables.
Assemble and file year-end and tax packages for clients, including facilitating electronic or in-person signatures and utilizing a variety of filing methods, including e-filing, uploading through portals, and courier.
Enter and maintain client data using Microsoft Dynamics 365 software, create jobs in D365, roll forward jobs/files, and archive as appropriate for the engagement.
Manage the billing process for your Practitioners, including drafting and sending invoices to clients.
Prepare and track expense claim submissions.
Occasional reception coverage.
Participate in the development of internal systems and processes and in projects with others within the NL Business Unit.
Coordinate internal and external meetings, room bookings, video conferences, and in-office events.
Work on various data quality projects as need dictates.
Additional responsibilities, as assigned.