Administrative Assistant

Doane Grant Thornton•Halifax, NS

1d•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, aiming to build a thriving, purpose-driven organization. The Administrative Assistant role involves supporting Practitioners in managing their growing practices, handling client and internal communications, preparing documents, managing client data, assisting with billing and expense claims, and coordinating meetings and events. The company culture is described as empathetic, collaborative, and supportive of professional and personal development, encouraging curiosity and growth.

Requirements

Successful completion of an Office Administration program or 2-4 years of experience in an administrative role (experience in a professional services firm is preferred). 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.
Excellent organizational and multitasking abilities, allowing them to effectively manage multiple responsibilities and maintain office efficiency.
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.
Available to work some overtime throughout the year.
Must be legally eligible to register for an online RepID account with Canada Revenue Agency.

Nice To Haves

Experience in a professional services firm is preferred.
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 NSBU.
Coordinate internal and external meetings, room bookings, video conferences, and in-office event.
Work on various data quality projects as need dictates.
Additional responsibilities, as assigned.