Executive Assistant

ME Law - Business Litigation Lawyers; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

ME Law - Business Litigation Lawyers in Toronto is seeking a highly organized role focused on supporting the Principal Lawyer and CFO. The position requires managing key meetings, structuring communication, and ensuring effective execution of tasks.

The ideal candidate will thrive in a high-performance environment, demonstrate exceptional written communication skills, and show proficiency in tools like Asana. Compensation ranges from $65K to $85K, plus performance bonuses tied to execution reliability.

Qualifications

• Extremely organized and detail-oriented.
• Strong written communication skills are critical.
• Ability to thrive in high-performance environments.

Responsibilities

• Attend and take structured minutes for all key meetings.
• Input tasks into Asana immediately after meetings.
• Prepare 1-page briefing notes prior to meetings.
• Provide operational support for data entry and organization.
• Conduct industry research and systemize workflow.

Skills

Organizational skills

Strong written communication

Ability to think in structure

High-performance environment adaptability

Tools

Asana

Job 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

• 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 system
• 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)
  • Prior to each key meeting, prepare a 1-page briefing note including: context of the meeting, key issues/decisions required, background data/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 (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