Executive Assistant

Our client, a boutique law firm in downtown Vancouver, is seeking an Executive Administrative Assistant to support a small team of 2–3 lawyers. This is a hands-on, high-trust role at the centre of a busy practice - blending practice management, project coordination, and day-to-day administrative support. It's a great fit for a sharp, deeply organized Executive Administrative Assistant who thrives on juggling priorities, takes real ownership of their work, and wants room to grow. Duties & Responsibilities Open, close, and archive client files, including gathering intake documentation (such as client identification and source-of-funds records) where required Manage calendars, meeting schedules, contact lists, and legal software systems for the lawyers you support Field and triage incoming calls and email inquiries, and communicate directly with clients as needed Track the status of active matters and keep internal project/matter management tools up to date Intake, organize, and route correspondence and documents to the right people Draft, format, and proofread correspondence, agreements, reports, forms, and spreadsheets Prepare documents for signing, and coordinate execution and collation Handle trust-related paperwork and internal documentation for trust transactions Take meeting minutes and maintain accurate project records Prepare billing materials - reviewing for accuracy, issuing to clients, and following up on outstanding accounts receivable Prepare expense reports and manage mail forwarding Provide back-up coverage for other assistants during absences, plus occasional shared reception support What We're Looking For Minimum 2 years' experience as an Executive Assistant/ Administrative Assistant, ideally within a law firm or professional services environment Familiarity with common legal and business software Strong technical and formatting skills with excellent attention to detail Excellent organizational and time-management skills, with the ability to prioritize a busy, high-volume workload A collaborative, roll-up-your-sleeves team player who is equally comfortable working independently and taking direction Sound judgment and a high degree of discretion when handling confidential and sensitive matters A calm, positive, and professional presence in a fast-paced setting Compensation & Benefits Base salary in the range of $50,000–$70,000, depending on experience and qualifications Performance-based bonus program Comprehensive extended health, dental, vision, and paramedical coverage - premiums largely employer-paid Life, critical illness, AD&D, and long-term disability coverage Health spending account, plus wellness, fitness, and transit reimbursement Group RRSP and TFSA programs with an employer match component A collegial team environment with regular social and family events, and intentional professional development opportunities

Provide comprehensive administrative and practice management support to a small team of lawyers. Responsibilities include managing calendars, handling client intake, drafting legal documents, and overseeing billing and trust paperwork.

Requires a minimum of 2 years of experience as an Executive or Administrative Assistant, preferably within a law firm or professional services. Candidates must possess strong technical formatting skills, high discretion, and the ability to manage a high-volume workload.

• Performance-based bonus program • Extended health coverage • Dental coverage • Vision coverage • Paramedical coverage • Life insurance • Critical illness insurance • AD&D insurance • Long-term disability coverage • Health spending account • Wellness reimbursement • Fitness reimbursement • Transit reimbursement • Group RRSP with employer match • TFSA with employer match • Professional development opportunities

• Time managementPreferred
• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Legal Software
• Client Communication
• Document Formatting
• Proofreading
• Billing
• Accounts Receivable
• Project Coordination
• Time Management
• Confidentiality
• File Archiving
• Meeting Minutes

• Administrative
• Legal

Minimum experience

2+ years

Apply by

Sep 23, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Associate

Application method

Direct apply is available