Job Description

detail oriented, highly-skilled candidates will be interested in this Executive Assistant position at a growing, dynamic firm. We are looking for someone who can maintain various administrative duties for executive management for this Executive Assistant position. If you\'re looking for work as an Executive Assistant, this full-time position in the Toronto, Ontario area is ideal for you!
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 detail oriented 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 a 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. Prepare timesheet 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. Handle incoming and outgoing correspondence, including phone calls, emails, and letters, and respond or redirect inquiries as appropriate. Perform general administrative tasks, such as photocopying, scanning, and filing documents. 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.
Completion of a College Degree. A focus in Finance and/or Project Management, an asset. Previous experience as an Executive Assistant; experience in a detail oriented services firm, an asset. Demonstrated ability to work well independently, with minimal 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. Ability to take initiative and be a self-starter. Fast learner; capable of understanding new information and implementing information in a fast-paced environment. Ability to take verbal directions and accurately execute these directions. Exceptional communication and interpersonal skills, both written and verbal. Strong attention to detail and problem-solving capacity. Tech savvy and advanced knowledge of Microsoft Office suite; strong proficiency with Microsoft Excel. Strong oral and written communication skills (including strong spelling, grammar, editing, proof-reading, and punctuation skills). Previous experience with written correspondence including memos, meeting minutes, and client outreach is required. Experience working with TaxPrep and CRA is an asset

A dynamic company is seeking an individual to support senior management at an influential and progressive company. Receive fair compensation and grow your career in this amazing opportunity. We are looking for a self-starter who is serious about growing their career as an Executive Assistant in a quality environment. If this opportunity interests you, contact us today to discuss your career!

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