Executive Assistant

Toronto, ON
On-site
Posted Oct 15, 2026
1 position

$65,000–$85,000 / year

Opens LinkedIn

Employment type: Full-time
Experience level: Senior · 5+ years
Posting language: English
Working hours: 40 hours per week
Seniority: Mid-Senior level

Job summary

Coordinate meetings and convert decisions into documented tasks, owners, and deadlines, maintaining execution visibility and accountability through Asana. Prepare meeting briefings and agendas, support leadership with operational and research tasks, and review reports for irregularities, missing data, and performance deviations.

Job details

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 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. 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 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 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?" 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

What you’ll do

Requirements

The role requires exceptional organization, attention to detail, strong written communication, structured thinking, and comfort in a high-performance environment. Executive or founder support, familiarity with legal or professional services, and experience with task management tools are strong advantages.