Executive Assistant & Office Lead

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.

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Key Responsibilities:

Serve as the operational lead for the Canada office(s) ensuring a seamless and professional experience for employees, clients, and visitors.

Office Operations & Facilities:

• 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

Workplace Experience:

• 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

Operational Coordination:

• 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

Executive Support:

• 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

Strategic Partnership:

• 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

Cross-Functional Coordination:

• 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

Experience & Qualifications:

• 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

Skills & Attributes:

• 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

Desirable:

• Experience in a PE-backed or scaling organisation
• Knowledge of Canada Health & Safety requirements
• Experience supporting board-level or C-suite executives

Requirements:

• 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