Administrative Assistant
Location: Mississauga
Role Type: Full Time, Hybrid
Posted: 5/23/2025
Bateman MacKay LLP is seeking a full-time Administrative Assistant to join our Mississauga, Ontario office.
The ideal candidate is responsible for providing administrative support to the Mississauga office and handling administrative duties related to the Partners’ client base. In this key position, you will work closely with the administration team to ensure all bank/government deadlines are met, all managers are supported, and to provide exemplary client service.
This position has a growth plan into a Client Service Coordinator within 12 to 15 months, where the candidate would provide direct support to the Chief Growth Officer (Partner) and his client base. The right candidate will have a growth mindset, be open to feedback, and eager to learn and take on more responsibilities.
Experience in accounting/tax industry is an asset, but not mandatory. Full training will be provided.
Please note, this position is hybrid (3 days/week in office) after the 3-month probationary period is complete. The first 3-month probationary period is expected to be in office 5 days per week to allow for adequate training and oversight during this period.
About the Firm
At Bateman MacKay (BMCA) we understand that a premier accounting Firm provides more than just high-quality accounting, tax, and business advisory services to their clients. It provides an engaging, supportive, and fun place to work. It provides a safe place for team members to learn, grow and explore their career path. We explain it simply as Numbers Plus. Where the accounting and tax work is just the beginning of what we offer to clients, and a competitive salary and benefits are just the beginning of what we offer to our team members. In an industry known for long hours, stress, and burnout, we stand apart by genuinely prioritizing work-life harmony. Whether you’re a recent graduate or an experienced professional, we provide a supportive atmosphere that allows you to cultivate a sustainable career in public accounting while fully enjoying life outside the firm. We recognize that work-life harmony means different things to different people, so we foster a culture of mutual trust and understanding to accommodate each individual’s unique needs. By embracing these principles, we aim to reduce stress, prevent burnout, and help you create a fulfilling, long-term career at our Firm.
Celebrate Your Unique Value
Our team members and the vibrant culture we co-create form the foundation of our success. We value the distinct perspectives, backgrounds, and expertise that each individual brings to BMCA, fostering a culture of accountability and growth. We’re always on the lookout for talented, motivated individuals eager to contribute to our success and welcome you to join our team.
What you can expect from working at BMCA:
- Hybrid work model – benefiting from both remote and in office environments
- Nine (9) Fridays off during July and August in lieu of tax season hours
- Competitive salary & benefits (including Company paid health, dental and vision premiums)
- RRSP Matching program & Wellness Incentive
- Professional development and mentoring from senior staff and Partners
- Referral Incentive Program for referring new clients and team members to the Firm
- Opportunity to join in-house committees: Charity – Social – Environmental
- Social events throughout the year (We like to celebrate!)
- Healthy workplace with ergonomic workstations, unlimited coffee, tea and healthy snacks (and a few less healthy ones!)
Role
Responsibilities
Core Responsibilities:
- All core administrative duties are specific to the Partners’ and their clients
- NTR & Assurance administration (drafts, collation, tracking, follow-ups and archiving)
- Workflow + Finalization of other tax filings (T1, T3, T4, T5, etc.)
- Database updates / data entry
- Set up new clients (server, database, collect information, professional courtesy letters)
- Invoicing and Accounts Receivables
- Respond to and handle miscellaneous Partner, client requests and queries
- New client engagement letters and yearend reminder emails
- Maintain Firm file structures in Sharepoint including scanning and archiving
- Overflow from Admin Coordinators, as required to meet bank/tax deadlines
- Proactive communication with the direct Manager
- Other tasks as assigned
Coordinator Specific Responsibilities:
- Reception coverage:
- Greeting clients and vendors
- Switchboard when caller presses ‘0’,
- Receive and distribute mail, courier packages and faxes
- Manage inter-office mail
- Maintain boardroom for client meetings with Partners and/ or Managers
- Keep main areas organized (copy room, boardroom, reception, kitchen)
- Ordering supplies as needed
- Monthly Team Meeting Agenda
Education
College/University preferred
Experience
3+ years minimum experience in an administrative role
Compensation
Commensurate with experience
- Proven ability to manage multiple tasks efficiently while maintaining quality and focus
- Ability to meet tight deadlines/comfortable working in a fast-paced environment
- Exceptional time management skills with a strong ability to prioritize tasks effectively to meet deadlines
- Intermediate (or higher) level of proficiency in Microsoft office
- Comfortable with, and quick to learn new computer software
- Highly detail-oriented with a strong focus on accuracy, confidentiality and clear communication
- Strong critical thinking and problem-solving skills with a focus on practical, results-driven solutions
Required Skills
Other Considerations
- Criminal Record and Judicial Matters Check is a requirement of this position
- Credit Check is a requirement of this position
- Valid Driver’s License and vehicle required
- Must be legally qualified to work in Canada
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