Executive Assistant

2 weeks ago

Toronto, Canada Northbound Recruitment Full time

Executive Assistant- Maternity Leave Contract

Executive Assistant- MATERNITY LEAVE COVERAGE- CONTRACT POSITION

About the Position
As the Executive Assistant you will be responsible for supporting multiple Partners within our firm. This role entails providing administrative assistance to the Partner and their staff, and acting as the first point of contact with clients, and external stakeholders. This is a 100% in-office contract position that is scheduled to end July 2025.

Summary of Responsibilities
Coordinate and manage meetings, calendars, appointments and calls for multiple Partners.
Organize travel arrangements (flights, transportation, hotels, team communications, arranging meals and completing concierge-type errands).
Prepare/ format and finalize letters, articles, type journal entries, meeting minutes, and presentations.
Liaise with various couriers to prepare registered mail, track in respective mail logs and archive all receipts.
File, photocopy, scan, screen phone calls, record messages.
Use various software programs to complete the following tasks:
Prepare timesheets for Partners and record in the Time and Billing system.
Prepare billings and assist with collections, if required.
Set up new clients by collecting the accurate information needed to enter them into the system.
Process expenses.
File/ e-file and prepare extensions for various tax documents and t-slips for both Canadian and Cross-border clients.
Administer Donor Advised Fund (DAF) by tracking donations, providing receipts and statements, and corresponding with stakeholders.
Register clients with CRA and contact various government bodies on behalf of clients.
Collect year-end information and prepare year-end tax packages for clients.
Track status of various financial statements, tax returns and other filings and work with managers to ensure all filings meet deadlines.
Act as additional coverage during peak vacation season for other Executive Assistants and admin staff.
Other duties, as assigned.

Assist with client relations and perform the following tasks:
Maintain a positive working relationship with clients.

Summary of Experience
2+ years executive assistant or administrative support experience in Canada

Requirements:
College degree
Previous experience working in a professional services firm, an asset.
Ability to work well independently and under pressure in a fast paced environment.
Strong oral and written communication skills (including strong spelling, grammar, editing, proof-reading, and punctuation skills).
Strong organizational skills and the ability to prioritize multiple responsibilities.
Advanced knowledge of MS office applications.
Experience working with TaxPrep and CRA is an asset.
Flexible schedule and able to work after hours to finalize Partner requests.

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