Administrative Assistant

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 Doane 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 about 3000 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 an Administrative Assistant your responsibilities will include:

• Working independently and within a team environment to support the External Client Services team within the Business Unit, Office and/or Service Line to produce high quality client deliverables 

• Format and assemble electronic and/or paper financial statements (or other client deliverables) in compliance with Firm standards, ensuring a high level of attention to detail, proof-reading, and ensuring timely delivery

• Entering and maintaining client data using Microsoft Dynamics 365 software (D365), creating jobs in D365, rolling forward of jobs/files, and archiving as appropriate for the engagement

• General administrative duties including, but not limited to answering calls, filing, photocopying, scanning, welcoming clients/colleagues at front desk and organizing couriers

• E-filing tax returns to CRA to meet filing deadlines

• Participate in training to stay current with changes in software and processes 

• Data entry and maintenance of paper and electronic files, in accordance with the Firm's document retention and destruction policies and procedures

• Preparing and editing correspondence, reports, proposals, and other documents

• Provide billing support using Doane Grant Thornton's systems and in accordance with the terms of the engagement including preparing invoices to clients, as well as following up on AR when appropriate

• Scanning documents and embedding in electronic file, sending, and receiving documents electronically to clients through various secure file transfer platforms, ensuring confidentiality of sensitive information

• Managing communications, expense administration, and travel arrangements on behalf of team leadership

• Coordinating external/internal appointments, meetings, facility/room reservations and catering

• Supporting the Firm's professional image and culture by demonstrating professional behaviour and building positive professional relationships

• This role will involve being the primary person to cover reception responsibilities, in addition to the regular administrative responsibilities

• Other duties as required

Doane 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 Doane 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

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:

• Minimum 1 year of administrative experience in a busy professional services environment 

• Excellent verbal and written communication skills

• Solid business acumen with strong interpersonal skills and demonstrated ability to build positive professional relationships

• Ability to work effectively for several people at the same time

• Strong attention to detail and consistent production of high-quality work

• Ability to work effectively within tight timelines on simultaneous projects

• Strong knowledge of and experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Experience with CRM tool considered an asset

• Availability to work overtime as required

• Exceptional client service mindset with ability to de-escalate potentially difficult situations

• Knowledge of accounting process an asset

At Doane 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.

What's in it for you?

Profit sharing, Flex days, RRSP contributions, Firmwide holiday closure, Wellness benefits, Concierge-like benefits, Work from anywhere in Canada in the summer for 4 weeks, and more

Our special culture shines through when we have the opportunity to connect in person. That's why we're working in a model where teams are required to be together in the office 4 days per week.

Are you ready to Discover Your Purple?