Executive Assistant

180 Bloor Street West 1000, Toronto, Ontario, Canada, M5S
full-time . June 10, 2026

Description

Role Purpose

This role exists to buy back time for the Principal Lawyer and CFO by:

Removing operational, administrative, and coordination burdens
Structuring internal communication and execution
Ensuring nothing discussed, assigned, or decided is ever lost
This is not a passive assistant role.
This is an execution, coordination, and control function.

Reporting Structure

Reports directly to:

Principal Lawyer (transitioning to Managing Partner)
CFO

Works cross-functionally with:

Operations Manager
HR
Marketing / BD
Legal team

Core Mandate

Ensure that every meeting, decision, and initiative turns into structured execution.

Key Responsibilities

1. Meeting Intelligence & Execution Control

Attend all key internal and external meetings
Take structured, decision-oriented minutes (not transcripts)
Identify:
Decisions made
Tasks assigned
Deadlines
Responsible parties
Store all records in a centralized, retrievable systems

Output standard: If leadership disappears for 2 weeks, nothing is lost.

2. Task & Workflow Management (Asana Owner)

Input all tasks into Asana immediately after meetings
Assign tasks, deadlines, and owners
Follow up with team members on completion
Maintain:
Clean task boards
Priority alignment
Execution visibility

You are effectively the firm’s execution tracker

3. Pre-Meeting Briefings (Critical Function)

Before every key meeting prepare a 1-page briefing note including:

Context of the meeting
Key issues / decisions required
Background data or documents
Risks / sensitivities
Suggested talking points

4. Agenda & Communication Structuring

Draft meeting agendas in advance
Ensure meetings are:
Focused
Time-efficient
Outcome-driven
Push back when meetings lack clarity: "What is the objective of this meeting?"

5. Founder’s Office Support (Ad Hoc but High Impact)

Operational Support

Light data entry (when required)
Organizing physical and digital workspace
Managing incoming calls / routing

Research & Intelligence

Industry and other research for meetings
Systemized organization of workflow and workload
Quick turnaround to stakeholders and parties involved

KPI & Reporting Oversight

Review reports from:
Operations
Marketing
Finance
Flag:
Irregularities
Missing data
Performance deviations

What Success Looks Like

Leadership spends significantly less time on coordination
No task is “forgotten”
Meetings become:
Shorter
More focused
Decision-driven
Teams become more accountable because someone is tracking everything

Ideal Candidate Profile

Must Have:

Extremely organized and detail-oriented
Strong written communication (this is critical)
Ability to think in structure, not chaos
Comfortable working in high-performance environments

Strong Advantage:

Experience supporting executives or founders
Familiarity with legal / professional services environment
Experience with task management tools

Compensation Structure

Base: $65K – $85K
Performance bonus tied to:
Execution reliability
Team feedback
Reduction in leadership workload

Compensation

$65,000.00 - $85,000.00 per year

Know someone who would be a perfect fit? Let them know!