Our client, a boutique law firm in downtown Vancouver, is seeking an Executive Administrative Assistant to support a small team of 2–3 lawyers.

This is a hands-on, high-trust role at the centre of a busy practice - blending practice management, project coordination, and day-to-day administrative support. It's a great fit for a sharp, deeply organized Executive Administrative Assistant who thrives on juggling priorities, takes real ownership of their work, and wants room to grow.

Duties & Responsibilities

- Open, close, and archive client files, including gathering intake documentation (such as client identification and source-of-funds records) where required
- Manage calendars, meeting schedules, contact lists, and legal software systems for the lawyers you support
- Field and triage incoming calls and email inquiries, and communicate directly with clients as needed
- Track the status of active matters and keep internal project/matter management tools up to date
- Intake, organize, and route correspondence and documents to the right people
- Draft, format, and proofread correspondence, agreements, reports, forms, and spreadsheets
- Prepare documents for signing, and coordinate execution and collation
- Handle trust-related paperwork and internal documentation for trust transactions
- Take meeting minutes and maintain accurate project records
- Prepare billing materials - reviewing for accuracy, issuing to clients, and following up on outstanding accounts receivable




- Prepare expense reports and manage mail forwarding
- Provide back-up coverage for other assistants during absences, plus occasional shared reception support

What We're Looking For

- Minimum 2 years' experience as an Executive Assistant/ Administrative Assistant, ideally within a law firm or professional services setting
- Familiarity with common legal and business software
- Strong technical and formatting skills with excellent attention to detail
- Excellent organizational and time-management skills, with the ability to prioritize a busy, high-volume workload
- A collaborative, roll-up-your-sleeves team player who is equally comfortable working independently and taking direction
- Sound judgment and a high degree of discretion when handling confidential and sensitive matters
- A calm, positive, and professional presence in a fast-paced setting

Compensation & Benefits

- Base salary in the range of $50,000–$70,000, depending on experience and qualifications
- Performance-based bonus program
- Comprehensive extended health, dental, vision, and paramedical coverage - premiums largely employer-paid
- Life, critical illness, AD&D;, and long-term disability coverage
- Health spending account, plus wellness, fitness, and transit reimbursement
- Group RRSP and TFSA programs with an employer match component
- A collegial team environment with regular social and family events, and intentional professional development opportunities

📌 Executive Assistant (Vancouver)
🏢 Smith Legal Search
📍 Vancouver