Administrative Assistant

Role Overview

An accounting firm serving privately owned businesses is hiring an Administrative Assistant to support up to two Partners in its Burnaby/Coquitlam office. The role suits someone who enjoys a busy environment, can manage shifting priorities, and is interested in building a long-term career in administration or accounting operations.

There are two openings available: one junior-level role for candidates with at least 2 years of experience, and one intermediate-level role for candidates with 5 or more years of experience.

About the Organization

The firm provides a broad range of professional services, including accounting and assurance, tax planning, advisory services, mergers and acquisitions advisory, and estate and succession planning. It is known for a collaborative workplace, direct access to Partners, hybrid working options, flexible scheduling, support for professional growth, and a strong emphasis on internal advancement.

What You Will Do

• Track client files across multiple assignments and coordinate their movement so deadlines and deliverables stay on schedule.
• Assemble and prepare documentation for corporations, personal tax returns, trusts, and partnerships.
• Handle reception and front-desk duties, including welcoming guests, answering incoming calls, and routing inquiries.
• Keep workflow and file-tracking systems current so progress is reflected accurately and in real time.
• Support client follow-ups by requesting missing information and helping ensure timely responses.
• Assist with invoicing by preparing bills, sending them out promptly, and monitoring unpaid balances for follow-up.
• Work with colleagues to streamline administrative procedures and help solve workflow issues as they come up.
• Prepare supporting materials for client meetings, submissions, and internal team use.
• Provide general office administration support and take on additional projects or tasks as needed.

What Is Required

• A post-secondary credential in business administration, accounting, office administration, or a similar field.
• Prior experience in administration, coordination, or office support, ideally in a professional services setting.
• Strong organizational ability and the capacity to juggle multiple tasks, deadlines, and changing priorities.
• High attention to detail and a consistent focus on accurate, quality work.
• Excellent spoken and written communication skills, with the professionalism to deal with clients and colleagues at all levels.
• Ability to work independently, show initiative, and complete tasks with limited supervision.
• A practical, solution-oriented mindset with the ability to anticipate needs and address issues proactively.
• Comfort using Microsoft Word, Excel, Outlook, and PowerPoint.
• Experience with document management, workflow, CRM, or practice management tools is helpful; quick learning of new software is essential.
• A cooperative team approach and willingness to support a wide range of administrative and operational needs.
• Comfort working in a fast-moving environment where priorities can change quickly and deadlines are often urgent.
• Availability to work extra hours during peak business periods when required.

Compensation and Benefits

The annual salary range is $45,000 to $65,000, based on experience.

• Three weeks of vacation, plus additional time off during the December holiday period.
• Competitive benefits package.
• Summer Friday program.
• Support for professional development.
• On-site parking.

Eligibility

Applicants must be legally entitled to work in Canada, including holding any required work permits.

Additional Information

The employer is committed to building diverse teams and encourages applications from people of all backgrounds, experiences, and perspectives. AI-assisted tools may be used to support a fair and efficient matching process. Recruitment services are provided at no cost to job seekers.