Job Description

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 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.
The successful candidate will provide strategic administrative and project management support to the National Management Committee (NMC) and Senior Leadership Team (SLT). They will deliver seamless coordination of meetings, communications, and initiatives that drive organizational effectiveness and leadership alignment.
As an Executive Administrator, National Management Committee your responsibilities will include:
NMC & SLT Support

• Oversee complex calendar management and scheduling for NMC members, ensuring optimal use of time and alignment with strategic priorities.
• Plan and execute both on-site and off-site monthly meetings, including venue selection, logistics coordination, and hospitality arrangements.
• Draft meeting agendas and manage the end-to-end lifecycle of meeting materials, including:

o Maintaining a centralized database of meeting minutes and documents.
o Tracking decisions and action items through the NMC decision tracker.
o Coordinating follow-up actions to ensure accountability and progress.

• Collaborate with local teams to coordinate all aspects of monthly off-site meetings, including:

o Hotel bookings, catering, and social activities.
o Engagements with local Doane Foundation committee members for potential Greater Purpose events.
o Partner involvement and client networking opportunities.
Executive-Level Administrative Support

• Chief People & Culture Officer (CPCO):

o Manage the CPCO's calendar and travel logistics, ensuring efficient scheduling and timely coordination.
o Serve as a liaison between the CPCO and P&C Directors/other departments, facilitating clear communication and timely follow-through on initiatives.
o Monitor and manage follow-up actions to maintain momentum on strategic priorities.

• Chief Executive Officer (CEO):

o Provide full calendar and travel management support, including coordination of high-level meetings and engagements.
o Coordinate and oversee logistics for Grant Thornton International meetings hosted at the Doane Toronto office, ensuring a seamless and professional experience from planning through execution.
o Organize and support key engagement initiatives:
- "Coffee with Kevin" sessions to strengthen internal culture and help colleagues thrive through meaningful connections. This includes updating and creating SharePoint site for colleague sign-ups.
- "Partner Roundtable" sessions to strengthen relationships with Firm leaders.
- "CEO Fireside Chats" to foster client relationships.

• Chief Financial Officer (CFO):

o Coordinate meeting schedules and travel arrangements.
o Assist in preparing strategic reports and documentation, including:
- Recommendations for new Partner and Principal candidates.
- Quarterly Strategy Update for the Partnership Board.
Strategic Communications & Meeting Facilitation

• Draft and circulate agendas for monthly All Partner Calls.
• Manage Microsoft Teams platform requirements and maintain organized databases of meeting materials to support transparency and accessibility

Annual Partners' Meeting Planning

• Actively contribute to the planning and execution of the Annual Partners' Meeting, ensuring a memorable experience for:

o Living Our Purple Award winners.
o Newly appointed and retiring Partners.
o International guests and dignitaries.

• Collaborate with the Internal Communications Team to proofread speeches and slide decks, ensuring accuracy, consistency, and impact.

Partnership Admissions & Principal Panel Coordination

• Partnership Admissions Panel:

o Lead project management of the annual panel process, including:
o Ensuring timely submission of business cases and candidate applications.
o Planning travel and accommodation logistics for panel members and candidates.
o Scheduling interviews and managing post-panel follow-up actions.

• Direct Admit Partner Candidates:

o Develop and manage workplan schedules.
o Coordinate candidate interviews and prepare supporting materials for panel review.

• Principal Panel:

o Lead logistics and project management for the annual Principal Panel.
o Collaborate with Managing Partners and the Director of People & Culture Experience to ensure a smooth and effective process.
o Manage candidate scheduling and interview documentation.
Team Engagement

• Actively contribute to the success of the People & Culture Directors team by:

o Sharing thoughtful insights and diverse perspectives that help expand strategic thinking.
o Advocating for Internal Client Services (ICS) priorities to support informed decision-making and foster cross-functional collaboration.

• Strengthen relationships among National Office Executive Assistants by:

o Organizing and leading monthly catch-up meetings to promote connection and knowledge sharing.
o Serving as a trusted sounding board for peers navigating challenges or seeking guidance.
o Providing training and onboarding support as needed to ensure consistency and confidence across the team.
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, National Management Committee? Like the colour purple? Great. Here's a few more boxes we're also hoping you can tick:
? Strong orientation to teamwork, collaboration and 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...experience in a professional services environment would be considered an asset
? Program management experience and process-driven
? Intermediate to advanced computer skills - MS Outlook, Word, Excel and PowerPoint, MS Teams
? Experience with meeting portals is an asset
? Superior, proactive organizational and time/project management abilities
? 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
? Excellent verbal and written communication skills
? Strong attention to detail and proofreading abilities thanks to your 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!
? General event logistics including managing room blocks, dinner reservations, social activities and ground transportation
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!
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.
Are you ready to Discover Your Purple?

Skills Required