Executive Assistant
The Executive Assistant will serve as a strategic partner to the Executive, ensuring seamless legal, admin, office & event operations.
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Position Details
The Executive Assistant (Legal Operations Coordinator) will serve as a trusted strategic and operational partner to the Executive, by ensuring structure, alignment, and proactive support across legal, administrative, office, and event functions, so that the Executive can lead with clarity and confidence while day-to-day operations run seamlessly behind the scenes.
This is an exciting, newly created role where success comes from being highly organized, detail-oriented, and solutions-focused, while also remaining adaptable, proactive, and resourceful. We’re looking for a candidate who thrives in a fast-paced environment, takes initiative, anticipates needs, and follows through with excellence - someone who is passionate about making a meaningful impact on the Executive’s effectiveness and the overall success of the organization!
Compensation & Schedule: We offer a competitive compensation range ($65,000 - $90,000/annually) based on experience, with the higher end of the compensation range available for candidates who bring legal experience or a legal administrative background.
This role offers flexibility in both schedule and structure, including the potential for a hybrid work arrangement for the right candidate. Hours can be tailored between 32 - 40 hours per week, with the option for modified or shortened workdays.
Incentives
- Stability & Growth: As an essential service, we remained fully operational throughout the pandemic—supporting our communities when they needed us most. With steady year-over-year growth and exciting expansion plans on the horizon, now is a great time to join us.
- Comprehensive Benefits Package: Enjoy extended health and dental coverage, RRSP matching, a monthly profit-sharing bonus, and access to our Employee & Family Assistance Program.
- Career Development: We’re passionate about your growth. Take advantage of paid internal and external training, plus continuous learning opportunities to grow your career within the organization.
- Vibrant Team Culture: We know how to have fun— It’s part of our DNA! From team outings and pub nights to virtual game sessions, spirit weeks, and community volunteer events. You’ll feel connected, supported, and celebrated.
- Make a Real Impact: Your voice matters here. We love seeing team members bring forward ideas and watch them come to life. You’ll be empowered to make meaningful contributions every day.
- Be Proud of Where You Work: We have a strong reputation and are proud to be a trusted name in the communities we serve. When you join our team, you’re part of something bigger.
Job Description
1. Legal Coordination & Counsel Management
- Maintain clear, proactive communication with external counsel to keep legal matters on track.
- Track deadlines, requests, and deliverables meticulously, ensuring nothing is missed.
- Prepare the Executive fully for all legal discussions, providing context and key insights.
- Process legal invoices accurately and on time.
2. Legal Document Management & Organization
- Maintain a structured, version-controlled, and audit-ready repository for all legal documents.
- Provide quick and accurate access to documents for legal or business needs.
- Collaborate closely with the Executive on critical documentation to support decision-making.
3. Executive Time, Priority & Communication Management
- Proactively manage the Executive’s calendar, ensuring alignment with priorities and conflict-free scheduling.
- Triaging the inbox to highlight key communications and urgent matters.
- Deliver weekly briefings outlining priorities, risks, and commitments.
- Ensure all communications are professional, timely, and reflect the Executive’s voice.
4. Meeting Preparation & Execution Excellence
- Prepare agendas, briefing materials, and contextual notes in advance.
- Enable the Executive to enter meetings fully informed and confident.
- Track action items and follow-ups to completion.
- Ensure meetings are purposeful, efficient, and result in clear decisions and progress.
5. Travel, Expense & Administrative Execution
- Plan travel with seamless itineraries and minimal disruption.
- Ensure expenses are accurate, timely, and compliant.
- Handle administrative tasks efficiently with exceptional attention to detail.
- Provide a frictionless daily workflow for the Executive.
6. Office Operations & Event Coordination
- Maintain an organized, professional, and well-functioning office environment.
- Coordinate vendors and services reliably and efficiently.
- Plan and execute internal and customer events seamlessly, reflecting high standards.
- Ensure reception coverage delivers a welcoming and polished experience.
- Collaborate effectively with the Office & Events Coordinator to elevate office operations.
7. Project Coordination & Ad-Hoc Support
- Coordinate project timelines, deliverables, and stakeholders to keep initiatives on track.
- Communicate proactively across teams to ensure clarity and alignment.
- Handle ad-hoc requests with urgency, ownership, and sound judgment.
- Anticipate needs and drive tasks to completion, often before they are formally requested.
Requirements
- Minimum 3+ years of experience supporting senior executives in an Executive Assistant or similar role.
- Legal administration or legal coordination experience is considered a strong asset.
- Proven ability to manage complex calendars, priorities, and communications in a fast-paced environment.
- Exceptional attention to detail, with a track record of delivering accurate, high-quality work.
- Demonstrated ability to anticipate needs, run toward problems, and proactively provide solutions and recommendations.
- Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills, with a high level of professionalism and customer care.
- High level of discretion and confidentiality when handling sensitive information.
- Experience supporting projects, events, and office operations is an asset.
- Proficiency with Microsoft Office and a minimum typing speed of 50 WPM.
WE WANT TO HEAR FROM YOU
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