Executive Assistant

2 weeks ago

Toronto, Canada Avery DeVoux Full time

We are seeking a highly organized and proactive Executive Assistant who will be responsible for working closely with the partner and other team members to complete confidential administrative tasks and ensure the smooth day-to-day operations of the Partners practice. In addition to your administrative responsibilities, you will play a key role in client management, acting as main liaise to the team’s client base. Your success in this role as a relationship manager is as a result of you building, maintaining, strengthening and preserving trusting relationships with our clients.

**Summary of Responsibilities**

Anticipate the needs of the partner and provide administrative support to ensure the partner maintains a timely, opportune and organized schedule. This may include:

- Monitoring the partner’s inbox
- Managing the partner’s calendar, including booking meetings
- Creating action plans, typing minutes and following up on actions
- Screening and directing phone calls, distributing messages appropriately and completing any required follow-up.
- Arranging meals, when required

Gather, coordinate and/or prepare the necessary information, materials and resources for meetings and events. Activities may include:

- Coordinating logistics - Booking venues/restaurants, audio-visual and food
- Monitoring and coordinating of meeting attendees
- Organizing travel to and from the meeting / event [flights, hotel, transportation, etc.]

Maintain accurate records of meetings, including minutes, if applicable, and any action items, follow up items, and/or follow up dates.

Serve as the primary point of contact for clients, maintaining a professional and friendly demeanor.

Setup new clients on internal software and prepare new client acceptance forms.

Track, update and maintain client information, progress on client deliverables and critical engagement deadlines in an accurate, organized and efficient manner.

Register clients with CRA and serve as a liaison between the two parties; correspond with the CRA on a regular basis.

Communicate and follow up with clients, verbally and in writing, to request year end information.

Prepare and distribute 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 are completed on timely basis.

File T1, T2, T3 and T4/T5 returns and financial statements, meeting all tax deadlines.

Proactively identify opportunities to improve efficiency to streamline and manage workflow using various project management methods.

Draft, type, edit & format various business documents, such as memos, letters, reports, and presentations.

Prepare time sheet for Partner and enter into the Time and Billing software accurately and efficiently, on a regular basis.

Prepare and oversee the billings and collections related to the Partners practice.

Assist with financial tasks, such as processing expense reports, ensuring accuracy and adherence to company policies.

Perform general administrative tasks, such as photocopying, scanning, and filing documents.

Handle and maintain confidential and sensitive information with utmost discretion and professionalism.

Supporting and executing tasks in a fast-paced, deadline-driven environment - providing general support as needed on an ongoing basis.

Collaborate with other administrative staff to ensure smooth operation of the office and support firm-wide initiatives

Flexibility to work outside standard hours during important tax deadline season(s) - March, April and June.

**Must have 2+ years of executive assistant or administrative support experience**

**Requirements**:

- Completion of a College Degree. A focus in Finance and/or Project Management, an asset.
- Previous experience as an Executive Assistant; experience in a professional services firm, an asset.
- Demonstrated ability to work well independently, with mínimal supervision, and under pressure in a fast paced, deadline driven environment.
- Organized with an ability to prioritize multiple responsibilities with a high level of accountability, accuracy, and efficiency.

Pay: $70,000.00-$80,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Toronto, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (required)

**Experience**:

- Executive Assistance: 2 years (required)

Work Location: In person

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