Executive Assistant

Quantum Management Services Ltd; Toronto; On-site; CAD 90,000 - 110,000; Full time

Benefits offered by this job

Employer-paid health benefits

Four weeks of vacation

Cell phone allowance

Annual wellness spending account

Job summary

Quantum Management Services Ltd. is seeking an experienced Executive Assistant to provide dedicated support to a senior Partner in a fast-paced, boutique litigation setting in downtown Toronto.

You will own a complex calendar, triage communications, and act as a trusted liaison with clients and external counsel. The role requires 5+ years of senior-level support, a proactive, organized approach, and discretion in handling confidential information.

Qualifications

• 5+ years of Executive Assistant or senior-level administrative experience supporting a Partner or senior leader.
• Experience in fast-paced, professional services environments such as legal, real estate or corporate settings.
• Polished and professional written and verbal communication skills.

Responsibilities

• Provide high-level executive support to a senior Partner.
• Own complex, changing calendar with meetings and priorities.
• Triage emails and calls, prioritize important items.
• Track deadlines and follow up to keep priorities moving.
• Coordinate meetings and prepare materials as required.
• Maintain organized electronic files and communications.
• Assist with administrative matters for the Partner's practice and business.

Skills

Executive support

Calendar management

Communication

Discretion

Multitasking

Tools

Outlook

Word

Microsoft Office

Job description

Position: Executive Assistant
Location: Downtown Toronto – Fully On-Site
Salary: $90,000–$110,000 + Bonus
Job Type: Permanent
Posting Type: Open Vacancy

About the Opportunity
We are partnering with a highly regarded boutique litigation firm in downtown Toronto to recruit an experienced Executive Assistant to provide dedicated support to a senior Partner.
This is a true right-hand role for someone who is polished, proactive and highly organized, with the confidence to anticipate needs, manage changing priorities and take genuine ownership. The ideal candidate is adaptable and comfortable working with a direct, fast-moving and entrepreneurial personality. Experience within legal, real estate or professional services is particularly valued; however, this is fundamentally an Executive Assistant role rather than a traditional legal assistant position.

What You'll Be Doing:

• Provide dedicated, high-level executive support to a senior Partner
• Own a complex and frequently changing calendar, coordinating meetings, appointments and competing priorities
• Monitor and triage emails, calls and incoming requests, ensuring important matters are prioritized and actioned
• Proactively track deadlines, commitments and outstanding items, following up to keep priorities moving
• Act as a key point of contact and liaise professionally with clients, colleagues, external counsel and other stakeholders
• Coordinate meetings and prepare materials, information and documentation as required
• Maintain organized electronic files, records and correspondence
• Assist with administrative matters connected to the Partner’s practice and broader business activities
• Anticipate needs, solve problems and take initiative without waiting to be asked
• Handle highly sensitive and confidential information with discretion

What We're Looking For:

• 5+ years of Executive Assistant or senior-level administrative experience supporting a Partner, executive, founder or other senior leader
• Experience within legal, real estate, professional services or another fast-paced, sophisticated business environment
• Previous exposure to a legal environment is highly valued, although extensive litigation experience is not required
• A proactive and resourceful approach with the ability to anticipate needs and confidently take ownership
• Exceptional organization and the ability to manage multiple moving priorities without losing sight of the details
• Strong follow-through and a natural instinct for keeping priorities organized and on track
• Confidence and composure working with a direct, fast-paced senior leader
• Polished and professional written and verbal communication skills
• Strong judgment, discretion and attention to detail
• Strong proficiency with Microsoft Office, particularly Outlook and Word

What's Offered:

• $90,000–$110,000 base salary plus bonus
• Employer-paid health benefits
• Four weeks of vacation
• Cell phone allowance
• Annual wellness spending account
• The opportunity to join a highly regarded boutique firm and work in a high-trust, high-impact role directly alongside a senior Partner