Administrative Assistant, Halifax

Office Location : Halifax, NS (Downtown)

Req # : 11839

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, ensuring 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 finalising any client deliverables.

Assemble and file year‑end and tax packages for clients, including facilitating electronic or in‑person signatures and utilising a variety of filing methods (e‑filling, uploading through portals, 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 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 events.

Work on various data quality projects as required.

Additional responsibilities as assigned.

Qualifications

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). Minimum of a high school diploma 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 organisational and multitasking abilities, allowing effective management of multiple responsibilities and maintenance of office efficiency.

Strong communication and interpersonal skills.

Attention to detail and a proactive approach to ensure all aspects of office support are handled promptly and to a high standard, and the ability to anticipate the needs of colleagues and clients.

Knowledge of a CRM platform (e.g., Microsoft Dynamics D365) desirable.

Capability to meet tight deadlines on multiple projects.

Ability to maintain confidentiality when working with sensitive matters.

Availability to work some overtime throughout the year.

Legally eligible to register for an online RepID account with the Canada Revenue Agency.

What’s in it for you?

Profit sharing

Flex days

RRSP contributions

Firm‑wide holiday closure

Wellness benefits

Concierge‑like benefits

Work from anywhere in Canada in the summer for 4 weeks

More!

Equal Opportunity Statement Doane Grant Thornton is committed to employment equity, human rights and respectful workplace principles throughout the life cycle of employment, including at the recruitment and hiring stages. We welcome applications from members of all equity‑deserving groups, including persons with disabilities, women, racialised and/or Indigenous applicants. Should you require accommodation in relation to the recruitment process, please notify us by emailing and we will work with you to meet your accommodation needs.

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