Are you seeking a workplace that values your personal and professional growth while challenging and rewarding you? Join our leading firm of CPAs and Advisors based in Oakville as an Administrative Assistant.
The Administrative Assistant will provide reliable day-to-day support to the EA and admin team, helping keep client work, internal deadlines, and day-to-day office needs moving smoothly. This role also provides back-up coverage during absences, so we need someone who is organized, detail-oriented, adaptable, and comfortable stepping in where support is needed. The right person will bring an entrepreneurial mindset, using initiative, resourcefulness, and good judgment to solve problems, improve how work gets done, and help the team stay on track.
Our award-winning culture focuses on supporting and nurturing employees' well-being, creativity, and career growth. We provide continuous opportunities for our team to participate in community initiatives, book clubs, professional development programs, and much more. We are proud to be Great Place to Work Certified and recognized as a Top Place to Work for Women. We also prioritize work-life balance and offer a hybrid work environment.
If you are adaptable, accurate, and enjoy supporting a busy professional services team, we invite you to join us. The salary range for this role is $45,000 to $60,000 annually, depending on experience, skills, and overall fit for the position.
Roles & Responsibilities
Administrative Support:
- Provide day-to-day administrative support to the EA and admin team, including overflow support during peak periods.
- Assist with preparing, formatting, and assembling client packages, letters, forms, and correspondence.
- Support document management, including scanning, filing, photocopying, and maintaining organized digital and physical records.
- Enter and update information in firm systems accurately and on time.
- Assist with mailings, couriers, and the flow and distribution of documents to meet deadlines.
Back-Up Coverage:
- Provide back-up for the Office Administrator during absences and breaks, including greeting clients, answering and directing calls, managing incoming and outgoing mail and couriers, and keeping reception and meeting spaces client-ready.
- Provide back-up for the Tax Administrator during absences by supporting e-filing and time-sensitive CRA and corporate administrative tasks under direction, helping keep client deadlines on track.
- Cross-train on both roles to maintain current knowledge and ensure seamless coverage when support is needed.
- Help schedule meetings and prepare meeting rooms, materials, and client files as needed.
Client Service Support:
- Maintain strict confidentiality in handling all client and firm information.
Process & Technology Adoption:
- Use firm automation and AI tools, including CCH iFirm, Microsoft 365, and Copilot, to complete tasks efficiently and accurately.
- Follow documented processes and contribute ideas for improvement.
- Help keep administrative procedures and coverage checklists current to support consistency and reduce key-person risk.
Requirements:
- 1–3 years of administrative or office experience; experience in a professional services environment is an asset.
- Post-secondary education or relevant coursework in business administration or a related field is an asset.
- Proficient in Microsoft Office, including Outlook, Word, and Excel, and comfortable learning new systems and AI-enabled tools.
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks against deadlines.
- Entrepreneurial mindset with the resourcefulness, initiative, and drive to find solutions, improve how work gets done, and support the team where needed.
- Adaptable and reliable, with the flexibility to step into reception or tax-administration coverage as needed.
- Professional and warm demeanour with strong written and verbal communication skills.
- Ability to handle sensitive information with discretion and confidentiality.
We use AI tools to support parts of our recruitment and hiring process. All hiring decisions are made by people.
Note: We appreciate all applications, but only selected candidates will be contacted for interviews
Pay: $45,000.00-$60,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: Hybrid remote in Oakville, ON
