Executive Administrator, National Management Committee [Temporary 12 Months]

Doane Grant Thornton•Toronto, ON

5d•CA$75,000 - CA$85,000•Hybrid

About The Position

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. As the successful candidate, you will provide strategic administrative and project management support to the National Management Committee (NMC) and Senior Leadership Team (SLT). You will deliver seamless coordination of meetings, communications, and initiatives that drive organizational effectiveness and leadership alignment. 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.

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
Advanced proficiency in MS Office Suite– MS Outlook, Word, Excel and PowerPoint, MS Teams
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!

Nice To Haves

Experience with meeting portals is an asset
Experience in a professional services environment would be considered an asset

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, 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 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 process.
Manage candidate scheduling and interview documentation.