Executive Assistant
Reporting to the Manager of Administration & Partners, the Executive Assistant is responsible for coordinating and supporting a variety of tasks and responsibilities to improve operational efficiency by streamlining processes and procedures for the leadership team. This position will have frequent communication with clients in following up on required documentation and coordinating timely processing of work. The Executive Assistant will be a reliable self-starter who is eager to support a fast and innovative team. This position will require a high level of organization, motivation, attention to detail and a passion for helping and maintaining excellent relationships to ensure the organization runs efficiently.
Key Duties & Responsibilities
§ Providing administrative support to the Manager of Administration & Partners
§ Coordinating client billing and follow-up, including preparation of client statements, issuing invoices, and updating client account records
§ Scheduling various internal and external meetings and appointments
§ Preparing and processing tax return packages and other related forms
§ Preparing reports and financial statements
§ Assisting with and monitoring workflow to ensure timely response to government inquiries, tax filings, and other time-sensitive deadlines
§ Managing correspondence and other documents of a confidential and sensitive nature
§ Preparing presentations, correspondence and other communications using Microsoft Office applications
§ Maintaining filing systems and monitoring files requiring follow-up review
§ Other ad hoc projects (process improvement, best practices, etc.) as required
§ Conducting any and all other duties assigned
Education & Experience:
§ A 2-year post-secondary diploma in a related field (i.e. Business or Office Administration, Accounting, or Human Resources) with a minimum of 2 years administrative office experience
§ A minimum of 2 years in an executive assistant/office administrative role preferred
§ Public accounting firm experience would be considered an asset
Skills & Knowledge:
§ Knowledge of general office processes and procedures
§ Strong computer skills, including Microsoft Office
Competencies:
§ Focused on client service orientation
§ Consistently demonstrates trustworthiness and integrity
§ High degree of attention to detail
§ Excellent communication skill, both oral and written
§ Ability to problem solve individually, and use judgement to raise awareness of complex challenges
§ Strong organizational and time management skills
§ Ability to cooperate and thrive in a team orientated environment
§ Willingness to take initiative
§ Ability to make sound judgement calls based on experience and critical thinking
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