Based within the Waterloo office, the Manager Assistant is responsible for supporting the day-to-day business activities of a team of senior managers and managers within our three lines of service.
You will be responsible for preparing documents, ensuring consistency with firm standards, organizing logistics and materials for internal and external meetings, making travel arrangements, preparing expense reports, and other related duties that will enhance the effectiveness of your managers. Manager assignments are subject to change from time to time, as required by the practice.
Critical attributes for the MA position include a positive, flexible "can do" attitude and excellent interpersonal and communication skills. Your attention to detail, discretion in handling confidential information and your ability to prioritize and adapt to changing demands and deadlines, will be essential to your success.
Key Accountabilities and Responsibilities
Develop and maintain a database of existing clients
Draft engagement letters
Log incoming and outgoing tax compliance projects
Draft covering letters for completed returns
Assemble completed returns and where applicable, e-file returns
Preparation and typing of Financial Statements
Type, format and edit standard and non-standard documents using MS Word, Excel and PowerPoint and other software as required (e.g. correspondence, reports, presentations and other documents)
Draft standard and non-standard correspondence
Coordinate with other departments to ensure timely production of documents
Organize materials and logistics (reserve meeting rooms and AV equipment, arrange catering, etc.) for internal and external meetings
Make travel arrangements using AMEX travel
Prepare expense reports
Provide details of managers' whereabouts and/or availability by viewing their Lotus Notes calendar
Fax, photocopy and scan documents
Arrange conference calls
Answer and respond to telephone calls transferred from managers' voicemail
Sort and circulate incoming mail
During extended 'manager' absences, provide telephone coverage and review incoming mail
Other related duties and/or activities core to the managers' responsibilities, as requested.
Career Profile/ Personal Competencies
Advanced level of proficiency in MS Office, with strong skills in Word, PowerPoint and Excel
Able to communicate effectively with the team, other staff and clients
Adaptable and able to work within tight deadlines, showing flexibility
Excellent oral and written communication skills (including strong spelling, editing, proofreading, punctuation and grammar skills)
Effective listening skills
Maintain an image of professionalism and integrity
Exceptional organizational skills and the ability to prioritize multiple responsibilities
Excellent judgment and strong problem solving skills
Experience
This role is best suited to an individual who has a minimum of 3+ years of successful experience in an administrative role, preferably in a professional services (i.e. legal or accounting) environment, supporting a fast-paced, professional team of managers and senior managers.
Education
High school diploma required.
Post-secondary school studies (certificate/diploma) in Office or Business Administration is an asset.
Other Information
Preferred working hours: 8:30 a.m. to 5:00 p.m.
Flexibility to work overtime when required.
Dorifor Tax Group - our portfolio of tax sites:
