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 workplace
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
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

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📌 Executive Assistant (British Columbia)
🏢 Smith Legal Search
📍 British Columbia