The Opportunity
A well-established professional services firm is seeking an experienced, highly capable Executive Assistant to support one of its Partners. This is an opportunity for a proactive, resourceful professional who thrives in a fast-paced environment and takes pride in keeping a busy executive organized, prepared, and operating at a high level.
This role goes beyond traditional administrative support. The successful candidate will act as a trusted right hand to the Partner, managing competing priorities, anticipating needs, coordinating schedules, and ensuring that both internal matters and client commitments are handled seamlessly. From managing a demanding calendar to coordinating the occasional client delivery, this individual will play an important role in supporting the Partner’s effectiveness and maintaining strong client relationships.
Key Responsibilities
Executive & Administrative Support
- Manage a busy and frequently changing calendar, coordinating meetings, appointments, and competing priorities.
- Monitor and manage email correspondence, flagging urgent matters, organizing follow-ups, and ensuring nothing falls through the cracks.
- Coordinate meetings, calls, and other commitments, ensuring the Partner is well prepared and has the information needed in advance.
- Prepare, organize, and maintain documents, correspondence, and other materials as required.
- Track outstanding items, manage follow-ups, and proactively anticipate the Partner’s needs without requiring constant direction.
- Handle sensitive information with discretion and maintain a high level of confidentiality.
Client & Relationship Support
- Assist with client-related coordination and logistics to ensure a professional, seamless experience.
- Coordinate occasional client-facing errands and deliveries, including dropping off gifts to clients when needed.
- Support the organization of client meetings, events, and other relationship-building activities.
- Represent the Partner professionally when interacting with clients, colleagues, and external contacts.
Day-to-Day Coordination
- Manage shifting priorities and last-minute requests with flexibility and sound judgment.
- Identify practical ways to improve organization, communication, and the day-to-day flow of the Partner’s schedule.
- Take ownership of tasks from start to finish, ensuring commitments are followed through on accurately and efficiently.
- Provide general administrative support as required to keep the Partner’s professional responsibilities running smoothly.
The Ideal Candidate
You are an experienced Executive Assistant who enjoys working closely with a high-performing, demanding executive and takes pride in being the person who makes everything run smoothly behind the scenes. You are comfortable working at a fast pace, adapting to changing priorities, and maintaining a high standard of work when expectations are high. You bring a calm, practical approach, and the confidence to take ownership without needing frequent direction.
You understand that supporting a senior Partner requires flexibility, responsiveness, and sound judgment. You value accountability, loyalty, and follow-through, and you take pride in anticipating needs, solving problems, and ensuring the details are handled before they become issues.
In addition, you bring:
- Proven executive support experience: Previous experience supporting a senior executive, partner, founder, or other high-level professional in a fast-paced environment.
- Exceptional organization: The ability to manage multiple priorities, shifting schedules, and time-sensitive requests without losing track of the details.
- Resilience and composure: The ability to receive feedback, manage pressure, and remain professional and solution-oriented in demanding situations.
- Initiative and independence: A proactive, resourceful mindset and the confidence to get things done without waiting for instructions at every step.
- Strong judgment and discretion: The ability to handle confidential matters and determine what requires immediate attention.
- Excellent communication skills: Clear, professional, and confident communication with internal stakeholders and clients.
- Flexibility and responsiveness: A willingness to adapt to a dynamic schedule and respond to occasional time-sensitive requests outside standard business hours.
- A valid driver's licence and access to a reliable vehicle: Required for occasional client-related travel and deliveries.
