Executive Assistant / Administrative Assistant

Location: Vancouver, BC

Job Type: Full-Time | Permanent

Work Arrangement: Hybrid

Salary: $50,000–$70,000, depending on experience and qualifications

About the Opportunity

Our client, a well-established and highly regarded Vancouver law firm, is seeking an Executive Assistant / Administrative Assistant to join its team. This is an integral support role working closely with lawyers on practice management, project coordination, client service, billing, and general administrative matters.

This opportunity is ideal for a highly organized, proactive professional who enjoys managing competing priorities, takes ownership of their work, and thrives in a fast-paced professional environment.

The Role

The successful candidate will provide administrative and practice management support to a team of lawyers, with responsibilities including:

Practice Management

• Opening and closing files, including collecting required client information and documentation


• Managing calendars, meetings, contact lists, and bring-forwards


• Preparing expense reports and trust-related paperwork


• Coordinating mail forwarding and other file administration


• Answering and directing phone calls and email inquiries


• Communicating directly with clients as required

Project & Administrative Support

• Maintaining status information for ongoing projects and updating internal systems


• Creating and maintaining project contact lists


• Tracking project workflows, next steps, responsibilities, and deadlines


• Organizing incoming correspondence and documents and directing them appropriately


• Taking meeting minutes


• Editing and formatting correspondence, agreements, reports, forms, and spreadsheets


• Coordinating document execution and collation


• Preparing internal documentation for trust transactions

Billing & Financial Administration

• Preparing WIP reports, pre-bills, and invoices


• Reviewing bills for accuracy and completeness and making required edits


• Sending invoices to clients and maintaining billing correspondence on file


• Following up with clients regarding outstanding accounts receivable


• Preparing trust documentation for invoice payments

Additional Support

• Providing vacation and overflow coverage for other administrative team members


• Assisting with occasional reception coverage as required


• Supporting the broader team with additional administrative needs

About You

The ideal candidate will bring:

• 2+ years of experience in an Executive Assistant or Administrative Assistant role; experience within a law firm or professional services environment is preferred


• Strong proficiency with Microsoft Office and excellent technical and document-formatting skills


• Experience with legal applications and systems


• Exceptional attention to detail and a commitment to high-quality work


• Excellent organizational and time-management skills, with the ability to prioritize a busy workload


• Strong written and verbal communication skills


• Excellent judgment and discretion when handling confidential and sensitive information


• A collaborative, team-oriented approach and willingness to step in and assist others


• Strong problem-solving and prioritization abilities


• A professional, positive, and pleasant demeanor


• The ability to take direction while also working independently


• The ability to remain calm and effective in a fast-paced, high-volume environment


• A genuine commitment to delivering excellent client service

What’s Offered

• Competitive salary of $50,000–$70,000, based on experience and qualifications


• Performance-based bonus opportunities


• Employee referral bonus program


• Extended health, dental, vision, and paramedical coverage


• Life, critical illness, AD&D, and long-term disability insurance


• Employer-paid health benefits, with the exception of LTD


• Health Spending Account


• Fitness, wellness, and transit reimbursement


• RRSP and TFSA programs with employer matching


• Professional development and opportunities for career growth


• Hybrid work environment with reasonable flexibility


• A collaborative and collegial workplace culture


• Strong emphasis on work-life balance

About Arlyn Recruiting and How to Apply

Arlyn Recruiting collaborates with leading law firms across Canada to help candidates secure opportunities aligned with their education, skills, and career ambitions. Submit your application through the Arlyn Recruiting website or email your resume directly to [email protected].

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