Executive Assistant, Legal Services

Swim Recruiting; North Vancouver; On-site; CAD 75,000 - 85,000; Full time

Job summary

A mid-size professional services firm in North Vancouver is seeking an experienced Executive Assistant to provide comprehensive administrative support to the COO and partners. This role involves complex calendar management, travel coordination, and document preparation. The ideal candidate will have at least three years of corporate administrative experience, strong communication skills, and proficiency in MS Office and Adobe Suite. The base salary is competitive, ranging from $75,000 to $85,000, along with benefits and potential for flexible work arrangements.

Benefits

Health & dental benefits

Paid time off

Performance-based bonus

Healthy living allowance

Qualifications

• At least 3 years of relevant administrative work experience in a corporate setting.
• 1 year as an EA supporting senior leaders is required.
• Experience in a professional services firm is an asset.

Responsibilities

• Provide scheduling support and manage the calendar for busy professionals.
• Coordinate travel and office management tasks.
• Prepare documents and track billable hours.

Skills

Administrative support

Calendar management

Communication skills

Organizational skills

Detail-oriented

Education

Post-secondary education in Business Administration or related field

Tools

MS Office Suite

Adobe Suite

Job management software

Job description

Who - the Company:

Our client is a mid-size professional services firm based in North Vancouver. Very values-based, with a great reputation among their clients and in the community. Female founded, owned, and operated.

What - the Role:

Our client is hiring for a new Executive Assistant. The EA will report directly into the COO and will primarily provide administrative and scheduling support to 2 Partners. The EA - Legal Services will also be the back-up for another EA when they are away.

This role involves complex and detailed calendar management for extremely busy professionals who travel all over the country for client meetings, events, conferences, etc. This EA will take the lead on maintaining the overall legal practice calendar, collaborating with various contributors to ensure an organized and efficient shared calendar.

The EA- Legal Services will additionally contribute to travel coordination, office management, document preparation and finalization (including meeting materials and presentations), file maintenance, and helping to track billable hours.

The aforementioned tasks are the main focus of this job, but as capacity allows, the EA will also support internal communication to employees, event planning (for employees and for clients), onboarding of new employees (50-person company, so the onboarding volume is not very high), and ad hoc project support.

Daily use of Excel, Word, PowerPoint, Adobe, SharePoint and a billable hours/job management software.

Who - the Candidate:

Qualified candidates will have at least 3 years of relevant, well-rounded, and progressive administrative work experience in a corporate setting, and at least 1 full year as an EA directly supporting senior leaders. We’re looking for someone who enjoys being part of an entrepreneurial and fast‑paced professional environment and who is self‑motivated, resourceful, exceptionally organized, and detail‑oriented. This is a unique opportunity to have accountability for executive assistance and complex calendar maintenance at a reputable and well‑managed law firm where you can feel part of the big picture and be a catalyst for the smooth operation of the business.

Excellent communication skills (verbal, non‑verbal, and written) are key. Integrity, professionalism, and diplomacy are all paramount. Previous work experience with another law firm is certainly a “nice to have”, but not required. Experience with a similar professional services firm (accounting, engineering, architecture, etc.), is an asset. Strong computer skills are required. Post‑secondary education in Business Administration or a related field is an asset. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, etc.) and Adobe Suite (Pro, InDesign, Acrobat, etc.) is required, exposure to a job management/billable hour software is an asset.

How Much:

Base salary is commensurate with administrative skills and experience, likely in the range of $75,000 to $85,000. Additionally, the EA will receive health & dental benefits, a “healthy living” allowance, a good amount of paid time off, and eligibility for a discretionary performance‑based bonus. Please discuss your base salary and total compensation expectations in more detail with SWIM.

Where:

This firm is located in the Lonsdale area of North Vancouver. Great commute for someone living in or near the North Shore. There is free street parking nearby. The default schedule for this role will likely be full‑time in office, but there likely will be future flexibility for occasional work from home, for example when the Partners who the EA supports are out of the office/traveling for work. Please discuss your work schedule considerations in more detail with SWIM.

When & How to Apply:

SWIM has been engaged as the exclusive recruitment partner on this search and will be presenting the resumes and profiles of shortlisted candidates directly to the hiring team for review. If you already have a Recruiter at SWIM, please reach out very soon to discuss further. If you do not yet have a contact at Swim Recruiting, please hit APPLYto send us your resume (preferably in MS Word format as it works best with SWIM’s internal systems). Thank you!