Job Title: Executive Assistant
Team: Finance
Reports To: Chief Financial Officer (CFO)
Location: Burnaby, BC (4 days Onsite, 1 day Remote)
Employment Type: Permanent Full-Time
About 123Dentist
123Dentist is Canada’s largest majority dentist-owned network of dental practices, with almost 500 locations nationwide and nearly 8,000 employees. We offer professional advancement opportunities, competitive compensation, corporate sponsored incentive programs such as long-term bonuses for full-time employees (a first of its kind in the Canadian dental industry), and a long-term career in a growing network located in multiple communities across the country, at all levels of the industry.
We provide Canadian dentists and dental practices with an array of non-clinical support and resources, including accounting, HR, marketing, as well as supply & equipment procurement.
By leveraging our unmatched management experience, marketing expertise and state-of-the-art technologies, we allow dentists to take advantage of a practical and effective alternative to practice ownership and focus on what they’re best at – being a dentist!
About the Role
We are seeking a highly experienced and proactive Executive Assistant to support our Chief Financial Officer from our Burnaby, BC office.
This role is primarily dedicated to the CFO, with the possibility of providing occasional, lighter-touch administrative support to one additional member of the Executive team. The CFO will remain the primary executive supported by this position.
The Executive Assistant will act as a trusted partner to the CFO, proactively managing priorities, anticipating needs, coordinating across the Finance leadership team and broader organization, and ensuring the CFO is well prepared for key internal and external commitments.
This is a high-impact role requiring exceptional judgment, discretion, organization and initiative. The successful candidate will be comfortable operating in a fast-paced executive environment with frequently changing priorities and will be capable of independently managing complex and confidential matters.
The role includes complex calendar and meeting management, domestic and international travel, ,preparation and formatting of executive presentations, tracking key commitments and follow-up actions, correspondence, expense management, and coordination with senior internal and external stakeholders.
The Executive Assistant will regularly interact on behalf of the CFO with members of the Executive and Finance leadership teams, Board members, shareholders, lenders, advisors and other external stakeholders. As such, a high degree of professionalism, judgment, confidentiality and communication ability is essential.
What You’ll Do
- Act as a trusted partner to the CFO, anticipating needs and proactively managing competing priorities across the day, week and month.
- Manage a complex and frequently changing executive calendar, exercising judgment in prioritizing meetings, resolving conflicts and protecting the CFO's time for the highest-priority matters.
- Coordinate internal and external meetings across multiple stakeholders and time zones, ensuring the CFO is appropriately prepared and relevant materials are available in advance.
- Coordinate and support preparation for key executive meetings, Finance Town Halls, committee meetings, lender and investor meetings, and other senior-level presentations and events.
- Coordinate presentation materials and meeting packages, including timelines, contributors, version control, formatting and final distribution.
- Track key commitments, decisions and follow-up actions arising from CFO and Finance leadership meetings, proactively following up with owners to support timely completion.
- Liaise with internal and external stakeholders on behalf of the CFO, including members of senior management, lenders, advisors and other external partners.
- Manage domestic and international travel arrangements, including detailed itineraries, transportation and accommodation, and proactively address changes or issues as they arise.
- Prepare and process expense reports, invoices and other administrative items accurately and efficiently.
- Prepare correspondence and other materials on behalf of the CFO, requiring a broad understanding of the organization, Finance function and key business priorities.
- Maintain visibility into key Finance initiatives, projects and deliverables and assist the CFO in tracking upcoming milestones and commitments.
- Organize Finance leadership meetings, departmental meetings and events, including agendas, materials, logistics and follow-up actions as required.
- Develop and continuously improve administrative processes and ways of working that increase efficiency and reduce administrative burden for the CFO and Finance leadership team.
- Provide limited personal administrative support when required to minimize distractions and maximize the CFO's effectiveness.
- Handle highly confidential financial, HR, organizational and strategic information with exceptional discretion.
- Provide occasional, lighter-touch administrative support to one additional Executive team member as required, while maintaining primary responsibility for supporting the CFO.
What You Bring
Education & Experience
- 8+ years of progressive executive support experience, including significant experience directly supporting a C-suite executive in a complex, fast-paced organization.
- Experience supporting a CFO, CEO or other senior corporate executive is strongly preferred.
- Experience working within a large, multi-location, private equity-backed or similarly complex organization is considered an asset.
- Post-secondary education or an equivalent combination of education and relevant experience is preferred.
Skills & Attributes
- Exceptional organizational and time-management skills with demonstrated ability to manage multiple competing priorities.
- Highly proactive and anticipatory, with the ability to identify what needs to happen before being asked.
- Strong judgment and discretion, particularly when dealing with confidential, sensitive or high-profile matters.
- Advanced calendar management skills and the ability to independently prioritize and resolve complex scheduling conflicts.
- Significant experience independently coordinating complex domestic and international executive travel.
- Advanced proficiency in Microsoft Outlook and PowerPoint, including executive calendar management and preparation and formatting of senior-level presentation materials.
- Strong proficiency in Microsoft Word and Excel.
- Excellent written and verbal communication skills with the confidence and professionalism to interact directly with senior executives, Board members and external stakeholders.
- Strong attention to detail and a commitment to producing accurate, high-quality work.
- Comfortable operating in an environment where priorities can change quickly and where judgment and adaptability are essential.
- Demonstrated initiative, ownership and follow-through.
- Ability to work independently with limited direction while maintaining strong alignment with the CFO.
- Strong interpersonal skills and the ability to develop trusted relationships across all levels of the organization.
- Project, meeting or event coordination experience is considered an asset.
- Flexible and willing to provide support outside standard business hours when required.
Why Join 123Dentist?
- Full-time, permanent employment with a competitive salary and great benefits package
- A collaborative team that will support and train you, in a great office environment
- A challenging and rewarding role that will develop your skillset and talent
- A dynamic, fast-paced, and growing company with an entrepreneurial, “can-do” attitude
- Be part of a diverse and inclusive workplace where you can make a real impact across the organization
