Senior Administrative Assistant

Who we are
You know those big cities that still feel like small towns? Where everyone’s friendly and helps each other out? That’s like Doane Grant Thornton. Except here we’re all professionals and there isn’t a mayor or a general store. What we’re trying to say is that we’re a large and growing professional services firm that still feels like a community. We employ about 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live. That’s what’s most important to us. We’re building a thriving organization that’s purpose driven and still want to remember what your favourite milkshake flavour is.

Position Summary
This role directly supports our Partner – Tax and Principal – Tax in our Saint John office, and by extension, the Tax team in our New Brunswick Business Unit (NBBU) and colleagues in our Saint John office. You will also support client interactions and execute on client deliverables to create the best client experience.

As a Senior Administrative Assistant your responsibilities will include:
• Work directly with your 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 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 tax packages and elections 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.
• Backup reception coverage responsibility.
• Participate in the development of internal systems and processes and in projects with others within the NBBU.
• Coordinate internal and external meetings, room bookings, video conferences, and in-office events.
• Additional responsibilities, as assigned.

Doane Grant Thornton
If you’re a bit like us, you’re driven to connect with how others are feeling and thinking. Here we walk in others shoes before taking action. Just imagine being part of a team that puts “we before me”, where flexAbility is a mindset, and where you trust your colleagues to have your back. At Doane Grant Thornton, you’ll work with inspiring leaders who support your development, both personally and professionally. This is a place where your insatiable curiosity enables you to think, see and hear from a variety of perspectives, a place where every day is different and having the courage to grow is part of who you are. And when all this comes together, well that’s when the magic happens!

Want to learn more about who we are and how we live our purple every day? Read our colleagues’ stories at www.discoveryourpurple.ca

Think you’ve got what it takes to be a Senior Administrative Assistant? Like the colour purple? Great. Here's a few more boxes we’re also hoping you can tick:
• Successful completion of an Office Administration program or 2-4 years of experience in an administrative role (experience in a professional services firm or as an executive assistant 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.
• 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.
• Available to work some overtime throughout the year.
• Must be legally eligible to register for an online RepID account with Canada Revenue Agency.

At Doane Grant Thornton we’re focused on making a difference in the lives of our clients, our colleagues and our communities. That’s our purpose. Or, as we like to say, living our purple.

Our special culture shines through when we have the opportunity to connect in person. This role is required to be onsite 5 days per week.

Are you ready to Discover Your Purple?