Administrative Assistant - Accounting Firm

at  Trevor Frances Recruitment

Trevor Frances Recruitment is currently seeking a highly skilled and experienced Administrative assistant on behalf of our esteemed client. This is a full-time, permanent position located in Markham, Ontario.
This role is central to their operations, blending office management and executive support responsibilities to ensure our firm runs smoothly and effectively. The ideal candidate will manage daily office functions, support senior leadership, handle CRA communications, and assist with client onboarding. This position requires a strong ability to multitask, prioritize, and foster positive relationships with both clients and team members.

QUALIFICATIONS:

• 3-5 years of experience in office management, executive support, or a similar administrative role, ideally in an accounting or financial services environment.
• Experience in a Canadian tax environment and familiarity with CRA communications and regulatory requirements is a plus.
• Strong organizational skills, with proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), QuickBooks online, Zero,
• Excellent verbal and written communication skills, with a high level of attention to detail.
• Ability to manage multiple tasks efficiently in a fast-paced setting, prioritizing with confidence.
  Our Client is an inclusive, equitable and accessible workplace where you can build a career in an innovative and dynamic organization.
  So what are you waiting for? Submit your resume today and join this exciting, growing company!
  Trevor Frances is a specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer permanent job opportunities in many different industries.

Executive & Administrative Support:
+ Provide comprehensive executive support to senior management, including scheduling meetings, coordinating travel, and preparing presentations.
+ Serve as the primary contact for internal and external communications, addressing client inquiries and managing follow-ups on behalf of senior leadership.
+ Maintain calendars, ensuring key deadlines, client meetings, and firm events are managed efficiently.
+ Prepare, edit, and organize important documents, presentations, and reports for internal and client use.
Office Management:
+ Oversee daily office operations, ensuring a well-organized, professional, and welcoming work environment.
+ Manage relationships with vendors for office supplies and equipment, and oversee inventory to ensure smooth daily operations.
+ Coordinate with maintenance providers as needed to maintain a safe, clean, and functional office space.
Client Communications & CRA Liaison:
+ Act as a liaison with the CRA, handling client-related inquiries and submissions by phone and online, ensuring timely follow-up and resolution.
+ Client onboarding process and support
+ Manage client correspondence, including scheduling reminders, updates, and handling requests or questions as needed.
+ Assist clients with basic CRA documentation requirements, promoting a high level of client service and accuracy.
+ Collections activities with clients
Document & Record Management:
+ Maintain both digital and physical files, organizing important documents for accessibility and proper archiving.
+ Coordinate internal records and client files to ensure secure, accurate, and efficient storage of sensitive information.
+ Digital document signatures for clients
Process Improvement & Compliance:
+ Collaborate with the leadership team to identify areas for process improvement, implementing efficiency-boosting changes where possible.
+ Ensure the office complies with health, safety, and confidentiality standards, updating protocols as needed.
+ Contribute to office culture by organizing occasional team-building activities and staff events, promoting a positive and collaborative environment.