Administrative Assistant

Administrative Assistant

Noseworthy Chapman Chartered Professional Accountants & Janes & Noseworthy Limited

St. John's, NL | Full-Time, Permanent

The Opportunity

We are seeking an Administrative Assistant who will provide front-line reception support and administrative assistance to Noseworthy Chapman and its associate firm, Janes & Noseworthy Limited (JNL). As a member of the administrative support services team, this position will support both firms. This position is central to how the firm is experienced by clients, stakeholders, and the public. Each interaction shapes perceptions of professionalism, reliability, and care. The Administrative Assistant plays a critical role in ensuring interactions, information flow, and day-to-day internal operations reflect the firm's standards of accuracy, discretion, and service excellence while providing high-quality administrative support to clients, partners, and internal staff.

What You'll Do:

Office & Facilities Administration

• Maintain overall office functionality by monitoring workspace conditions, identifying maintenance or operational issues, and coordinating resolution.
• Manage office supplies and branded materials, including ordering business cards and letterhead and maintaining inventory.
• Coordinate meeting room bookings, calendars, and general office correspondence to support efficient day-to-day operations.

Mail, Courier & Filing Services

• Coordinate all incoming and outgoing mail and courier activity, including sorting, distributing, and preparing client and bank correspondence.
• Assemble, label, and distribute client packages and regulatory mail-outs.
• Maintain organized physical and electronic filing systems, including client files, bank reconciliations, trial balances, bank statements, and supporting documentation.

Insolvency & Tax Season Support (JNL)

• Prepare and assemble insolvency documentation, cheque packages and e-file required materials with the Office of the Superintendent of Bankruptcy (OSB).
• Support tax-season administration by issuing client communications, organizing and tracking incoming tax information, monitoring the status of returns and other documents, and entering Notices of Assessment (NOAs) once received.
• Maintain accurate records by filing monthly JNL bank reconciliations, entering NOAs, and reconciling filed returns.

Reception & Client Support (Backup)

• Provide professional front-line support by greeting visitors, directing phone calls, processing payments, responding to basic client inquiries, and routing matters appropriately.
• Track staff whereabouts as required and support general reception coverage when needed.

Data Tracking & Special Projects

• Track tax returns and maintain accurate status records.
• Assist with Top 100 Employer applications and other firm initiatives.
• Perform other administrative support duties as assigned.

What You Bring:

The ideal candidate will have:

• Completion of an office or business administration program, or equivalent administrative experience.
• Previous experience in an office, professional services, or client-focused environment is considered an asset.
• An interest in developing long-term administrative and professional skills within a public practice setting.

Skills and Competencies

• Proficiency in MS Office Suite, particularly Word and Excel.
• Dedicated team player with a strong work ethic and willingness to support others.
• Quick learner with initiative and a positive, solutions-focused attitude.
• Professional demeanor with excellent communication skills; comfortable interacting with individuals with diverse needs, both in person and by phone.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and support multiple partners.

Why Join Us?

In recognition of our commitment to being the best employer for our team, we have been named one of Canada's Top Small & Medium Employers as well as one of Atlantic Canada's Top Employers for the past 10 years. We offer competitive compensation, meaningful work, and a supportive environment designed to foster professional growth.

Our Core Values:

• Direct, Open, Honest Communication
• Integrity and Respect
• Client-Centered Service
• Entrepreneurial Mindset
• Socially Responsible

Employee Benefits:

• Competitive base salary and performance-based annual bonus
• Family-friendly benefits
• Wellness Benefits and Employee Assistance Program (EAP)
• Tuition support & paid educational leaves
• RRSP matching
• Referral Bonuses and professional development support
• Volunteer and community involvement opportunities
• Regular social events and celebrations
• A positive and inclusive workplace

Please apply in confidence to [email protected].