Executive Administrative Assistant

Fredericton, NB, CA, Canada

Job Description

Summary



We are seeking a highly organized and proactive

Executive Administrative Assistant

to support one of the firm's partners. This role demands a professional who can manage a wide range of administrative and executive support tasks with a high level of discretion and efficiency. The Executive Administrative Assistant will serve as a trusted point of contact, ensuring the partner's time and priorities are optimized in a dynamic and fast-paced environment.

Required Skills



5+ years of executive-level administrative support experience (preferably in a corporate or professional services environment)

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Strong typing and document formatting skills

Ability to manage up and support high-level decision-makers

Excellent interpersonal skills and the ability to build relationships across all levels

Key Competencies



Professionalism & Discretion

- Maintains confidentiality and exercises sound judgment

Organization & Time Management

- Prioritizes tasks and handles multiple responsibilities effectively

Communication Skills

- Excellent verbal and written communication

Proactive & Resourceful

- Anticipates needs and solves problems independently

Tech-Savvy

- Proficient in Microsoft Office Suite, calendar systems, and communication tools

Attention to Detail

- Ensures accuracy and completeness in all administrative tasks

Primary Duties and Responsibilities



This position description does not deal with every situation that may arise during employment. It is intended to reflect the core responsibilities and tasks of employment with the Firm. The Executive Administrative Assistant may be assigned additional duties from time to time.

Detailed duties will include but are not limited to:

Receive and screen incoming phone inquiries in a friendly, professional and courteous manner, responding or forwarding when appropriate

Some general clerical duties including filing, photocopying, scanning, faxing and mailing

Prepare responses to client correspondence containing routine inquiries (ie. copies of statements, tax returns, etc.)

Manage and maintain the Partner's schedules for efficient workflow

Assist with iFirm functionalities to ensure all jobs are prioritized quickly for completion and approval

Archive working papers on a daily basis

Keeping all other information for archiving up to date

Prepare, proof and modify invoices, reports, memos, letters and other documents using iFirm, Caseview and Microsoft Office

Contacting clients regarding overdue accounts

Preparing corporate deadline list each month

Schedule and coordinate meetings and appointments with clients and staff that may be required by the Partner

Prepare agendas and schedules for meetings, as required

Contact clients for engagements, requests for personal tax information, corporate year-end information and proactively generate year-end letters

Continuously expand and update professional knowledge and skills to enhance individual and team innovation and productivity

Correspond with CRA on client representation

Complete enclosure letters as instructed by Partner

E-filing of Service New Brunswick and CRA related documents

Preparation and assembly of personal tax returns

Assembly of corporate year end work including financial statements and corporate income tax returns and all related documents and forms as required

Assembly of various documents for clients.

Performing other duties, from time to time, as requested by the Partner

Positively represent the firm in the community in actions and participation in events, committees, organizations etc. that are of interest to you

Your ability to carry out these duties and others that may be assigned from time to time will be considered as part of your annual performance assessment.

Job Type: Full-time

Pay: $45,000.00-$55,000.00 per year

Additional pay:

Bonus pay
Benefits:

Dental care Employee assistance program Extended health care Life insurance On-site parking RRSP match Vision care Wellness program
Flexible language requirement:

French not required
Schedule:

Monday to Friday Overtime Weekends as needed
Application question(s):

Do you have Executive Administrative experience in a professional environment ? Are you available to start by September 1, 2025 ?
Language:

English (required)
Location:

Fredericton, NB (required)
Work Location: In person

Application deadline: 2025-07-31

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Job Detail

  • Job Id
    JD2527430
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Fredericton, NB, CA, Canada
  • Education
    Not mentioned