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About the Role

The Executive Administrator is an essential member of the executive team, using discretion, confidentiality, and good judgment to handle C-Level matters. This role provides strategic administrative and project management support to the National Management Committee (NMC) and Senior Leadership Team (SLT), delivering seamless coordination of meetings, communications, and initiatives. Actions in this role directly impact the operations of the Firm across Canada.

Responsibilities

Manage the COO’s calendar and travel logistics, ensuring efficient scheduling and timely coordination.
Coordinate high-level meetings and engagements.
Serve as a liaison between the COO and RMPs/Partners/other departments, facilitating clear communication and timely follow-through on initiatives.
Monitor and manage follow-up actions to maintain momentum on strategic priorities.
Draft meeting agendas and manage the end-to-end lifecycle of meeting materials, including maintaining a centralized database of meeting minutes and documents, tracking decisions and action items through the NMC decision tracker, and coordinating follow-up actions to ensure accountability and progress.
Oversee complex calendar management and scheduling for NMC members, ensuring optimal use of time and alignment with strategic priorities.
Manage Travel Arrangements, including meals and social activities, book hotels and ground transportation for traveling Executives, and set up virtual technologies for guests participating via video conference.
Expense Report Management
Organize and support key engagement initiatives
Assist in preparing strategic reports and documentation
Contribute to the planning and execution of the Annual Partners’ Meeting
Contribute to project management of the annual panel process
Ensuring timely submission of business cases and candidate applications for the Principal Panel.
Planning travel and accommodation logistics for Principal Panel members and candidates.
Lead logistics and project management for the annual Principal Panel.
Collaborate with Managing Partners and the Director of People & Culture Experience to ensure a smooth and effective Principal Panel process.
Manage candidate scheduling and interview documentation for the Principal Panel.

Requirements

Exceptional Client Service Focus - dedicated to meeting the expectations of the C-level Executives by maintaining strong orientation to teamwork, collaboration and proven ability to deliver exceptional client service
Post-secondary education, successful completion of diploma/degree program
Minimum of 8 years in an executive assistant role(s), supporting multiple VP and above positions in a medium to large national or multi-jurisdictional organization.
Program management experience and process-driven
Proven ability to multi-task and prioritize with an eye to consistently producing high-quality work in a demanding environment
Creative problem-solving skills and sound professional judgment, especially regarding confidential/sensitive matters
Strong business acumen with an ability to decipher priorities and make sound judgment calls
Superior, proactive organizational and time/project management abilities
Excellent verbal and written communication skills
Strong attention to detail and proofreading abilities; excellent command of the English language (spelling, grammar and vocabulary skill set)
Ability to work both independently with minimal supervision and as part of a team…willingness to roll up your sleeves whenever the need arises!
Experience in a professional services environment would be considered an asset

Skills

Advanced proficiency in MS Office Suite– MS Outlook, Word, Excel and PowerPoint, MS Teams
Experience with meeting portals is an asset

Location

Work from anywhere in Canada in the summer for 4 weeks

Work Type

Temporary 12 Months
In the office 4 days per week

Experience Level

Minimum of 8 years in an executive assistant role(s), supporting multiple VP and above positions in a medium to large national or multi-jurisdictional organization.

Education Level

Post-secondary education, successful completion of diploma/degree program

Benefits

Profit sharing
Flex days
RRSP contributions
Firmwide holiday closure
Wellness benefits
Concierge-like benefits
Work from anywhere in Canada in the summer for 4 weeks

About the Company

You know those big cities that still feel like small towns? Where everyone’s friendly and helps each other out? That’s like Doane Grant Thornton. Except here we’re all professionals and there isn’t a mayor or a general store. What we’re trying to say is that we’re a large and growing professional services firm that still feels like a community. We employ about 3000 people across Canada, and we truly care about our colleagues, our clients and the communities where we work and live. That’s what’s most important to us. We’re building a thriving organization that’s purpose driven and still want to remember what your favourite milkshake flavour is.
At Doane Grant Thornton we’re focused on making a difference in the lives of our clients, our colleagues and our communities. That’s our purpose. Or, as we like to say, living our purple.
At Doane Grant Thornton, you’ll work with inspiring leaders who support your development, both personally and professionally. This is a place where your insatiable curiosity enables you to think, see and hear from a variety of perspectives, a place where every day is different and having the courage to grow is part of who you are. And when all this comes together, well that’s when the magic happens!