Administrative Assistant at Keough O'Brien Shea CPA

Job Description

We are seeking an organized and personable Administrative Assistant to join our team in a one-year maternity leave position, with the potential to transition into a long-term, permanent role. In this role you will provide administrative and client service support to the firm’s partners, managers, and accounting staff while helping to keep day-to-day office operations organized and efficient. This role is well-suited to someone who is dependable, proactive, detail-oriented, and comfortable managing multiple priorities in a busy professional environment. The successful candidate will be friendly, helpful and take pride in providing a professional and welcoming experience for both clients and colleagues.

Responsibilities
• Provide administrative support to partners and accounting staff.
• Answer phones, monitor emails, greet clients, and manage incoming and outgoing correspondence.
• Manage calendars, schedule meetings, and assist with meeting coordination.
• Prepare, proofread, scan, file, and organize client and firm documents.
• Assist with accounts receivable reminders, invoicing, and payment follow-up.
• Perform the firm’s bank and credit card reconciliations in QuickBooks Online (QBO).
• Maintain office supplies and inventory and coordinate routine office needs.
• Assist with new employee onboarding, client records, and CRA assistance.
• Work collaboratively with other administrative staff and maintain confidentiality of client and firm information.

Qualifications

Qualifications
• Previous administrative or office experience, preferably in a professional services environment.
• Diploma or degree in Business Administration, Office Administration, or a related field would be considered an asset.
• Excellent verbal and written communication skills.
• Strong organization, time management and planning abilities.
• High level of attention to detail and accuracy.
• Strong interpersonal and client service skills.
• Ability to prioritize tasks and manage multiple responsibilities and deadlines.
• Ability to work both independently and collaboratively as part of a team.
• Strong computer skills, including proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel.
• Professional judgment and discretion when handling confidential information.