administrative assistant
About the company
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.
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.
Your tasks
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.
Tax return administration
- Process incoming tax documents and information using the firm's intake standards, saving them to the correct client files.
- Set up jobs, tasks and due dates in the practice management system and keep tracking current.
- Assemble and package completed returns, financial statements and related documents for client delivery.
- Upload deliverables to the client portal.
- Track signed authorizations and complete filing steps as assigned under the firm's filing procedures.
- Complete post-filing close-out: save final documents, lock files and roll forward for the next period.
- Log CRA and other government correspondence to the correct client file and route it to the responsible professional.
Corporate and client administration
- Prepare and maintain corporate minute books and annual resolutions.
- Support incorporations, amalgamations and other corporate changes under professional direction.
- Prepare and file annual returns with the Ontario Business Registry and other registries as required.
- Support new client setup, including client records, engagement documents and system access.
- Support job billing and invoicing steps in coordination with the finance team.
Support for assigned Executive Assistants
- Take on administrative work from the assigned EAs according to agreed priorities.
- Keep CRM records current so everyone can see the status of all work in progress.
- Help cover EA administrative work during peak periods and absences, as directed.
CRA liaison and account administration
- Call the CRA on behalf of clients to resolve enquiries, confirm account status and follow up on outstanding items.
- Open and register HST, payroll, corporate income tax and other CRA program accounts for clients, and update existing account information as needed.
- Prepare and upload documents and responses for CRA processing reviews and other information requests, tracking deadlines to completion.
- Support clients in setting up and accessing their CRA My Account or My Business Account.
- Submit and track representative authorizations so the firm can act on clients' behalf with the CRA.
- Request payment transfers, instalment reallocations and other account adjustments with the CRA.
Process and quality
- Follow documented procedures and checklists, and flag steps that are unclear, outdated or causing rework.
- Help keep procedures current and support training of new team members and seasonal support staff.
- Protect client confidentialit
Requirements
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.