Executive Assistant & Office Lead
About The Position
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: Executive Assistant & Strategic Partner to Senior Leaders Office Leadership & Administration (primarily Moncton) 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.
Requirements
- Experience in a professional services, corporate, or high-growth environment
- Prior experience in an office leadership, facilities, executive assistant, or hybrid operations role
- Demonstrated ability to support senior-level executives
- Strong judgment and discretion handling confidential information
- Highly organised with exceptional attention to detail
- Proactive self-starter who anticipates needs rather than reacts to them
- Strategic thinker with strong execution capability
- Excellent written and verbal communication skills
- Strong interpersonal skills and executive presence
- Calm under pressure and able to manage competing priorities
- Comfortable operating independently while partnering cross-functionally
- Based in the Moncton office 4 days per week
- Standard working hours: 8:30am – 5:30pm (flexibility required to support senior leadership as needed)
- Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams)
- Experience in a similar office administration, facilities, operations, or executive support role
Nice To Haves
- Experience in a PE-backed or scaling organisation
- Knowledge of Canada Health & Safety requirements
- Experience supporting board-level or C-suite executives
Responsibilities
- Serve as the operational lead for the Canada office(s) ensuring a seamless and professional experience for employees, clients, and visitors.
- Oversee day-to-day office operations to ensure a smooth, high-functioning workspace
- Act as primary liaison with building management, landlords, and service providers
- Manage office vendors, maintenance, and facilities matters
- Ensure compliance with workplace standards and health & safety requirements
- Maintain oversight of supplies, equipment, and office needs
- Act as the first point of contact for guests and clients, ensuring a professional and welcoming environment
- Oversee room bookings, shared spaces, and office logistics
- Coordinate in-office events, leadership meetings, and high-traffic days
- Support planning and execution of employee engagement and social events
- Continuously improve the office environment and employee experience
- Partner with Talent, IT, Finance, and Operations teams to support onboarding, offboarding, and general office needs
- Redirect invoices and correspondence appropriately
- Support internal communications relating to office matters
- Identify process improvements and implement scalable solutions as the company grows
- Provide high-level support to selected senior executives, combining operational execution with proactive, strategic partnership.
- Complex calendar management across multiple time zones
- Coordinate domestic and international travel
- Prepare meeting materials, briefing documents, and presentations
- Manage expense reporting and administrative documentation
- Draft correspondence and internal communications
- Act as a trusted partner to executives, anticipating priorities and proactively managing competing demands
- Support planning and tracking of key initiatives and business objectives
- Help prepare leaders for meetings and client engagements
- Maintain visibility into strategic priorities and ensure follow-through on action items
- Serve as a discreet and highly confidential gatekeeper
- Interface with senior stakeholders across the UK, US, and global teams
- Help drive operational alignment between leadership and execution teams
- Support special projects and transformation initiatives as required
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
