Administrative Assistant

Our client, a well-established professional services firm, is seeking a detail-oriented and dependable Administrative Assistant to join their small, quiet, and professional office. This position is ideal for someone who enjoys providing strong administrative support, working in an organized environment, and contributing to the smooth day-to-day operations of a close-knit team.

Reporting to the Office Manager, the Administrative Assistant will support accountants and help maintain efficient office processes.

Key Responsibilities

Administrative Support

• Open and maintain client and administrative files, both physical and electronic
• Close client and administrative files using records management and practice management systems
• Prepare engagement letters and other correspondence from templates
• Provide administrative support to accountants as needed
• Assist with filing and records management

Billing and Financial Administration

• Assist with posting accounts payable entries
• Assist with monthly billing processes

Office Coordination

• Process incoming and outgoing mail, including deliveries to the Post Office
• Send faxes
• Order office supplies and maintain inventory
• Set up and clean up meeting rooms for client visits

Other Duties

• Sanitize office equipment daily
• Keep the kitchen stocked with snacks and refreshments

Qualifications and Skills

• Minimum 3 years of administrative experience
• Previous experience in a professional services environment preferred, such as a CPA firm, legal office, or engineering firm
• Secretarial diploma or equivalent experience preferred
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• Experience with time and billing software is an asset
• Familiarity with PCLaw is highly preferred
• Strong organizational skills and attention to detail
• Professional, reliable, and comfortable working in a quiet office environment

About the Opportunity

This is an excellent opportunity to join a stable and respectful professional office with a collaborative team and valued clients. The successful candidate will be someone who takes pride in producing accurate work, supporting others, and helping maintain an efficient and welcoming office environment. If this sounds like the role for you, please apply today! Please reference job number 05060-0013533260 in all correspondence.