Administrative Assistant

Responsibilities

• 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.
• Reception coverage.
• Occasional travel to nearby office in Central would be appreciated.
• Coordinate internal and external meetings, room bookings, video conferences, and in-office event.
• Additional responsibilities, as assigned.

• Successful completion of an Office Administration program and/or 2+ years of experience in an administrative role (experience in a professional services environment would be an asset).
• Proficiency in Word, Excel, Outlook, and PowerPoint with an aptitude to learn standard Firm software (e.g., Tax Prep, Case Ware) and other relevant applications and technical/office equipment.
• Candidates should possess 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.
• Knowledge of a CRM platform (e.g., Microsoft Dynamics D365) is desirable.
• Capable of meeting tight deadlines on multiple projects.
• Able to maintain confidentiality when working with sensitive matters.
• Willingness to support the NL admin team in maintaining a high standard of client service.
• Must be legally eligible to register for an online RepID account with Canada Revenue Agency.

Profit sharing, Flex days, RRSP contributions, Firmwide holiday closure, Wellness benefits, Concierge-like benefits, and more!

This role is required to be onsite, in-office five days each week.