Administrative Assistant

Job title: Administrative Assistant

Job description: 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 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 over 2500 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.

As part of the Administrative Team you will be responsible for maximizing the value of leadership’s time by proactively identifying and taking accountability for all administrative matters. You will make meaningful contributions through understanding business needs, managing service delivery, mitigating issues and proactively recommending and implementing solutions. The ideal candidate will operate with a large degree of autonomy and independently complete high quality work to meet established goals. In your role, you will handle highly sensitive and confidential information requiring a high level of discretion. This opportunity gives you a chance to tap into your knowledge, passion and administrative experience and a chance to contribute meaningfully to our purpose – to help our clients, colleagues and communities thrive.

As an Administrative Assistant your responsibilities will include:

Client Relationships

• Ensure all client communications are responded to in a timely fashion.
• Independently actions on routine enquiries and escalates complex client enquiries to appropriate parties based on knowledge of practice/structure and work process.
• Professionally interact with clients as directed.
• Deal directly with clients on confidential matters

Email & Calendar Management

• Monitor Partner’s email inbox and prioritize based on urgency and subject matter.
• Manage Partner’s calendar/schedule, maximizing the best use of their time by managing requests and commitments through sorting, filtering and prioritizing requests, while ensuring deadlines are met.
• Proactively and independently identify, resolve, and manage calendar conflicts.

Marketing

• Work with marketing team and assist where required (i.e. email distribution, client event communications)
• Manage Partner’s contacts, opportunities, and compliance with Canadian Anti-Spam Legislation ensuring they are current.
• May manage or support proposal process in collaboration with marketing resources.

Communication

• Create, review, and distribute various communication for Partners.
• Handle routine communications on behalf of Partners and report on actions taken.
• Reporting & Documentation
• Manage regular and ad hoc reports as requested.
• Assist Partners with coordinating, creating, preparing, editing, and proofreading all standard and non-standard documents, letters, reports, presentations, and correspondence.
• Data entry, documentation preparation and file compilation.
• Assist with assembly of T1 packages during tax season.
• Assembly of corporate financial statement packages.
• Maintenance and upkeep of paper and electronic files.

Meetings Support

• Attend internal meetings as requested by Partners, take meeting minutes, and summarize key action items.
• Coordinate and manage the scheduling of client meetings, leadership meetings, and events (conference calls, video conferences, in person, etc.).
• Plan and organize meetings and events as required including logistics/securing meeting space, catering, and document prep.
• Compile, transcribe, and distribute minutes of meetings when required and follow-up on action items.

Expense/Time Reporting

• Complete, reconcile, and ensure timely submission of time and expense reports.

Be 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 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 an Administrative Assistant? Like the colour purple? Great. Here’s a few more boxes we’re also hoping you can tick:

• 1 to 3 years of experience in an office environment
• Proficient in Outlook, MS Word and Excel preferred
• Professional and personal demeanour
• Excellent client service and interpersonal skills
• Self-motivated team player, willing to take initiative and eager to learn
• Excellent written and verbal communications skills
• Willing to be flexible and available for overtime as needed
• Previous experience in an accounting firm would be an asset
• Bookkeeping experience or an interest in developing this skill set would be advantageous

At 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.

Are you ready to Discover Your Purple?

Click Here to Apply

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