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 qualified services environment

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

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