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 intoAsana immediatelyafter 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 note including:

- 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 workplace
- Experience with task management tools

Compensation Structure

- Base: $65K – $85K
- Performance bonus tied to:
- Execution reliability
- Team feedback
- Reduction in leadership workload

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📌 Executive Assistant (Toronto)
🏢 ME Law PC
📍 Toronto