Executive Assistant
The ideal candidate for this position will have exemplary organizational and communication skills, with the capacity to work independently and with a team.
Responsibilities:
Operations Management:
Provide oversight for all group tasks and deadlines.
Keep track of all deadlines, clients’ filing obligations, tasks, and completed tasks.
Brief the Partner on the status of deadlines and tasks.
Monitor the progress of staff activities.
Ensure daily input of staff timesheets.
Administrative Tasks:
Filing tax returns.
Coordinating and sending year-end financial and tax packages to clients.
Liaising with clients regarding tax filings.
Making contact with the CRA when necessary.
Organizing online file storage.
Scanning and filing various items, including CRA communications.
Drafting letters and presentations.
Initiating new client setup.
Preparing engagement letters, coordinating signatures, and ensuring work completion.
Tracking the work sales process and assisting the Partner.
Preparing regular billing.
Producing Work In Progress (WIP) reports.
Assistance to Partner:
Coordinating with clients on various matters.
Managing the Partner's calendar and meetings.
Screening calls.
Attending meetings to take notes if required.
If necessary, transcribing the Partner's notes.
Saving and organizing information to files.
Entering the Partner's timesheets.
Preparing monthly expense reports.
If necessary, organizing travel or course registration.
Billing:
Regularly preparing billing for various groups and entities.
Keeping the WIP balance below a set limit.
Developing a better approach to billing organization and management.
Tracking and Monitoring Work:
Updating tracking lists and ensuring no work is being missed.
Monitoring staff work progress and ensuring timely file completion.
File Organization:
Organizing and managing digital files for quick and easy accessibility.
Managing Partner's Tasks:
Creating a system to record, monitor, and track tasks to ensure completion.