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Performance Expectations
Liaise with the Regional Managing Partner (RMP) and Regional Office Administrator (ROA) to establish administrative procedures
Communicate with internal departments to ensure firm systems and procedures are employed and make suggestions for improvements, as necessary
Interview, train and supervise Administrative team members
Schedule the Administration teams work, where necessary; enter work into applicable logs and ensure deadlines are met
Manage reception coverage schedule
Assist the Administration team by ensuring resources and adequate supplies are available and in good working order
Possess working knowledge of all systems used by the Administration team to assist with any enquiries and provide backup, as needed
Ensure client production work is completed and e-filed on a timely and effective basis
Organize and schedule Administration team for T1 backup, track T1s, T2s, T3s, T4s, T5s and other related client production
Ensure word templates, standards and office lists are maintained
Produce reports
Process invoices and payments for vendors and review
Organise physical office space
Provide back up support as necessary
Pickup and deliver mail
Assist in printing and assembly processes, as needed
Perform annual and mid-year performance evaluations
Credentials
Completion of a post-secondary Secretarial Diploma Program or a Business Administration Progrm with a focus in management or human resources, considered an asset
Minimum 3 years office experience working in a Professional Services environment, particularly a public practice, considered an asset
Minimum 2 years supervisory experience
Strong computer literacy including effective working skills of Microsoft Word, PowerPoint and especially Excel is required
Caseware knowledge considered a strong asset
Essential Skills
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Job task planning and organizing
- Computer use
Additional Skills
- Delegate work to office support staff
Specific Skills
- Ensure procedures are followed
- Ensure deadlines are met
- Carry out administrative activities of establishment
- Review, evaluate and implement new administrative procedures
- Oversee and co-ordinate office administrative procedures
Work Setting
- Private sector
Work Location Information
- Urban area
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
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