<p>EXECUTIVE ASSISTANT RESPONSIBILITIES:</p> <ul> <li>Calendar management for Director as required, along with call and meeting scheduling, as necessary </li><li>Set up internal/external meetings with staff members and clients as required </li><li>Act as the point of contact among executives, employees, clients and other external partners </li><li>Coordinate travel for the Director. </li><li>Manage information flow in a timely and accurate manner </li><li>Respond timely to ad hoc client administration requests from the Director, including drafting letters, making calls, printing/scanning/binding documentation as required and undertaking research for 3rd parties as instructed </li><li>DMS/Laserfiche filing for Director </li><li>Assisting the Director with expense claims, travel, certificates and information, delivery of documents etc. </li><li>Minute taking, where required </li></ul> <p>DEPARTMENT SUPPORT</p> <ul> <li>Support Director in tracking and processing of all department business development; coordinate the same with other internal parties </li><li>Maintain Department lists and assist Director in moving work through the department; such lists include tax notices, special projects, tax filings in process and scheduled tax payments </li><li>Assist all Department members with the intake, cataloguing and filing in Laser Fiche, all client tax materials </li><li>Assist all Department members with the assembly and filing of paper filed tax returns. </li><li>Assist all Department members with online and e-filed tax submissions. </li><li>Assist all Departments members with the payment of Federal, State and local tax payments </li><li>Attend to filing informational paperwork with tax authorities, such as, Employer Identification Applications, Requests for Tax ID Numbers, Powers of Attorney, Extension Requests, and others </li><li>Ensure all tax files are fully maintained in the Laser Fiche system </li><li>Arrange for certified mailing of tax forms; ensure files contain proof of paper and electronic filings </li><li>Liaise with Department and Family Office staff to assist Director in completing Tax and Corporate Services business </li></ul> <p>QUALIFICATIONS AND EXPERIENCE</p> <ul> <li>Work experience as an Executive Assistant, Personal Assistant or similar role </li><li>Excellent MS Office knowledge </li><li>Outstanding organizational and time management skills </li><li>Excellent verbal and written communications skills </li><li>High degree of discretion and confidentiality </li><li>Previous experience in the Professional Services environment in a similar role advantageous </li></ul> <p>Secretarial diploma or occupational certificate advantageous</p> <p>COMPETENCIES AND BEHAVIOURS</p> <ul> <li>Excellent at building, maintaining and managing strong relationships across the business </li><li>Confident engaging with stakeholders at all levels </li><li>Able to make decisions, take ownership and accept accountability </li><li>Able to work in a fast-paced environment </li><li>Resourcefulness and an ability to solve problems </li><li>Excellent organisation and planning skills </li><li>Pro-active and have a great attention to detail </li></ul>