Executive Assistant & Office Lead

Harbor

Moncton3d ago

Seniority: Lead

About the role

Harbor is a PE-backed, global professional services firm of ~1,000 strategists, technologists, and operational specialists. We partner with leading law firms, corporations, and law departments to deliver high-impact strategy, legal technology, operations, and intelligence solutions. As we continue to scale globally, we are seeking a highly capable, proactive, and commercially minded professional to serve in a dual-capacity role: Executive Assistant and Office Lead for the Moncton Office.  This role is ideal for someone who thrives in a fast-paced, high-growth environment and is equally comfortable owning operational execution and acting as a trusted strategic partner to executives. The scope is broad, the exposure is significant, and the impact is meaningful.  This is a hybrid position combining:  <ul> <li>Executive Assistant & Strategic Partner to Senior Leaders </li> <li>Office Leadership & Administration (primarily Moncton) </li> </ul> You will be responsible for ensuring our office operates at a best-in-class standard while also enabling senior executives to operate effectively, strategically, and at scale. This is not a purely administrative role. It requires judgment, discretion, commercial awareness, and the ability to anticipate needs in a dynamic environment.  <hr> <h4>Key Responsibilities:</h4> Serve as the operational lead for the Canada office(s) ensuring a seamless and professional experience for employees, clients, and visitors. Office Operations & Facilities:  <ul> <li>Oversee day-to-day office operations to ensure a smooth, high-functioning workspace </li> <li>Act as primary liaison with building management, landlords, and service providers </li> <li>Manage office vendors, maintenance, and facilities matters </li> <li>Ensure compliance with workplace standards and health & safety requirements </li> <li>Maintain oversight of supplies, equipment, and office needs  </li> </ul> Workplace Experience:  <ul> <li>Act as the first point of contact for guests and clients, ensuring a professional and welcoming environment </li> <li>Oversee room bookings, shared spaces, and office logistics </li> <li>Coordinate in-office events, leadership meetings, and high-traffic days </li> <li>Support planning and execution of employee engagement and social events </li> <li>Continuously improve the office environment and employee experience </li> </ul> Operational Coordination:  <ul> <li>Partner with Talent, IT, Finance, and Operations teams to support onboarding, offboarding, and general office needs </li> <li>Redirect invoices and correspondence appropriately </li> <li>Support internal communications relating to office matters </li> <li>Identify process improvements and implement scalable solutions as the company grows </li> </ul> Executive Support:    <ul> <li>Provide high-level support to selected senior executives, combining operational execution with proactive, strategic partnership. </li> <li>Complex calendar management across multiple time zones </li> <li>Coordinate domestic and international travel </li> <li>Prepare meeting materials, briefing documents, and presentations </li> <li>Manage expense reporting and administrative documentation </li> <li>Draft correspondence and internal communications </li> </ul> Strategic Partnership:  <ul> <li>Act as a trusted partner to executives, anticipating priorities and proactively managing competing demands </li> <li>Support planning and tracking of key initiatives and business objectives </li> <li>Help prepare leaders for meetings and client engagements </li> <li>Maintain visibility into strategic priorities and ensure follow-through on action items </li> <li>Serve as a discreet and highly confidential gatekeeper </li> </ul> Cross-Functional Coordination:  <ul> <li>Interface with senior stakeholders across the UK, US, and global teams </li> <li>Help drive operational alignment between leadership and execution teams </li> <li>Support special projects and transformation initiatives as required </li> </ul> <h4>Experience & Qualifications: </h4> <ul> <li>Experience in a professional services, corporate, or high-growth environment </li> <li>Prior experience in an office leadership, facilities, executive assistant, or hybrid operations role </li> <li>Demonstrated ability to support senior-level executives </li> <li>Strong judgment and discretion handling confidential information </li> </ul> Skills & Attributes:  <ul> <li>Highly organised with exceptional attention to detail </li> <li>Proactive self-starter who anticipates needs rather than reacts to them </li> <li>Strategic thinker with strong execution capability </li> <li>Excellent written and verbal communication skills </li> <li>Strong interpersonal skills and executive presence </li> <li>Calm under pressure and able to manage competing priorities </li> <li>Comfortable operating independently while partnering cross-functionally </li> </ul> Desirable:  <ul> <li>Experience in a PE-backed or scaling organisation </li> <li>Knowledge of Canada Health & Safety requirements  </li> <li>Experience supporting board-level or C-suite executives </li> </ul> Requirements:  <ul> <li>Based in the Moncton office 4 days per week </li> <li>Standard working hours: 8:30am – 5:30pm (flexibility required to support senior leadership as needed) </li> <li>Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams) </li> <li>Experience in a similar office administration, facilities, operations, or executive support role </li> </ul><div class="content-conclusion">About Us: Harbor is the preeminent provider of expert services across strategy, legal technology, operations, and intelligence. Our globally integrated team of 900+ strategists, technologists, and specialists navigate alongside our clients – leading law firms, corporations, and their law departments – to provide essential resources and invaluable insights. Anchored in a rich heritage of deep knowledge, steadfast relationships, and mutual respect, our unwavering dedication lies in shaping the future of the legal industry and fostering enduring partnerships within our community and ecosystem. Harbor is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, marital status, civil union status, national origin, ancestry, age, parental status, disabled status, veteran status, or any other legally protected classification, in accordance with applicable law. </div>

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