Executive Assistant

ME Law PC; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

ME Law PC in Toronto is seeking a highly organized Execution Coordinator to support the Principal Lawyer and CFO. This role focuses on effective meeting management, task execution via Asana, and ensuring accountability across the team.

The ideal candidate must possess exceptional written communication skills and thrive in high-performance environments. Compensation ranges from $65K to $85K, alongside performance bonuses based on execution reliability and team feedback.

Qualifications

• Must have strong written communication skills.
• Experience supporting executives or founders is a strong advantage.
• Familiarity with legal or professional services environments is preferred.

Responsibilities

• Attend all key meetings and take structured, decision-oriented minutes.
• Input tasks into Asana immediately after meetings and ensure follow-up.
• Prepare 1-page briefing notes before key meetings.
• Draft meeting agendas in advance and ensure meetings are outcome-driven.
• Organize workspace and manage incoming calls when required.

Skills

Extremely organized and detail-oriented

Strong written communication

Ability to think in structure

Comfortable working in high-performance environments

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 anexecution, coordination, and control function.

Reporting Structure

Reports directly to:

• Principal Lawyer (transitioning to Managing Partner)
• CFO

Workscross-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
• Takestructured, decision-oriented minutes(not transcripts)
• Identify:
• Decisions made
• Tasks assigned
• Deadlines
• Responsible parties
• Store all records in acentralized, retrievable systems

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

2. Task & Workflow Management (Asana Owner)

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

You are effectively thefirm’s execution tracker

3. Pre-Meeting Briefings (Critical Function)

Before every key meeting prepare a1-page briefing noteincluding:

• Context of the meeting
• Key issues / decisionsrequired
• 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 (whenrequired)
• Organizing physical and digital workspace
• Managing incoming calls / routing

Research & Intelligence

• Industryand otherresearch for meetings
• Systemized organization of workflow and workload
• Quick turnaroundto stakeholders and parties involved

KPI & Reporting Oversight

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

What Success Looks Like

• Leadership spendssignificantly 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 instructure, 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