Executive Administrator

Who we are
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 over 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.

Reporting to the CFO, the Executive Administrator is an essential member of the executive team. In this role you’ll use your innate discretion, confidentiality, and good judgment to handle C-Level matters. You’ll bring your commitment to exceptional client service to every interaction. Here you’ll manage sensitive matters with a high level of confidentiality and discretion and your actions will directly impact the operations of the Firm across Canada.

Our special culture shines through when we have the opportunity to connect in person. That’s why we’re working in a model where teams are required to be together in the office 4 days per week.

As the Executive Administrator who supports members of the National Management Committee, your responsibilities will include:

1. Calendar Management: Manage calendars as required, including scheduling, liaising and communicating with others, proactively preparing information in advance of meetings, optimizing schedules and promptly resolving conflicts.
2. Meeting Coordination: Schedule and coordinate external/internal meetings, facility/room reservations, catering, and social activities.
3. Meeting Support: Draft agendas, organize and disseminate meeting materials, maintain notes and minutes, and coordinate action on follow up items.
4. Support for Offsite Meetings: Work with the local teams to coordinate hotels, meals, and social activities with employees and leaders. Recommend and execute approaches to creatively enhance the social experience and build on our internal brand.
5. Manage Travel Arrangements: Arrange meals and social activities, book hotels and ground transportation for traveling Executives, and set up virtual technologies for guests participating via video conference.
6. Expense Report Management.
7. Project management experience.

Doane Grant Thornton
If you’re a bit like us, you’re driven to connect with how others are feeling and thinking. Here we walk in others shoes before taking action. Just imagine being part of a team that puts “we before me”, where flexAbility is a mindset, and where you trust your colleagues to have your back. 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!

Want to learn more about who we are and how we live our purple every day? Read our colleagues’ stories at www.discoveryourpurple.ca

Think you’ve got what it takes to be an Executive Administrator? Like the colour purple? Great. Here's a few more boxes we’re also hoping you can tick:

1. 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.
2. Minimum of 5 years in an executive assistant role(s), including supporting C-Suite Executives.
3. Completion of post-secondary diploma/degree program.
4. Advanced proficiency in MS Office suite.
5. Proven ability to multi-task and prioritize with an eye to consistently producing high-quality work in a demanding environment.
6. Creative problem-solving skills and sound professional judgment, especially regarding confidential/sensitive matters.
7. Strong business acumen with an ability to decipher priorities and make sound judgment calls.
8. Superior communication skills, including strong attention to detail and proofreading abilities thanks to your excellent command of the English language (spelling, grammar and vocabulary skill set).
9. Ability to work both independently with minimal supervision and as part of a team…willingness to roll up your sleeves whenever the need arises!
10. Experience with general event logistics including managing room blocks, dinner reservations, social activities and ground transportation. Experience with meeting portals is considered an asset.
11. Ability to maintain flexible hours as dictated by the needs of business for projects and meetings in accordance with all Canadian time zones, when applicable.
12. Experience in a professional services environment would be considered an asset.

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.

What's in it for you?

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, and more!

Are you ready to Discover Your Purple?

#LI-Onsite