Executive Assistant (EA-0726-2)

MOVE Your Business is proud to represent Jasmine Daya & Co., a Toronto-based law firm that has transitioned from civil litigation into cross-border private lending law. The firm now advises Canadian lenders and industry professionals on expanding into the U.S., including market entry, licensing, regulatory strategy, and business structuring. It operates as a fast-paced, entrepreneurial practice combining legal services with business development, education, and industry engagement.

On behalf of Jasmine Daya & Co, we are seeking an exceptional Executive Assistant to provide direct administrative and operational support to the firm’s Managing Principal, Jasmine Daya.

This is a high-trust position for someone proactive, resourceful, highly responsive, and capable of managing competing priorities without requiring constant direction. The successful candidate will help organize the Managing Principal’s professional obligations, maintain momentum on outstanding projects, and ensure that communications, meetings, deadlines, and follow-up items are handled efficiently.

Key Responsibilities:

• Executive and Administrative Support
  • Manage a complex calendar, including client meetings, internal meetings, speaking engagements, webinars, conferences, and business-development activities.
  • Schedule and confirm meetings across multiple time zones.
  • Coordinate travel arrangements, itineraries, accommodations, and related logistics.
  • Maintain organized daily and weekly priority lists for the Managing Principal.
  • Anticipate upcoming deadlines, conflicts, and required follow-up.
• Email and Communication Management
  • Monitor, organize, and prioritize email communications.
  • Draft professional emails and correspondence on behalf of the Managing Principal.
  • Respond to routine inquiries and ensure that important communications receive timely attention.
  • Track outstanding requests and follow up with clients, counsel, vendors, partners, and team members.
  • Maintain a professional and responsive point of contact for internal and external stakeholders.
• Document and Presentation Preparation
  • Prepare, revise, proofread, and format correspondence, reports, presentations, meeting materials, and client-facing documents.
  • Assist with PowerPoint presentations, webinar materials, speaking notes, checklists, and educational resources.
  • Ensure that documents are professionally formatted, accurate, and consistent with the firm’s brand.
  • Maintain organized electronic files and document-management systems.
• Client and Matter Support
  • Assist with client intake, meeting scheduling, document collection, and follow-up.
  • Maintain accurate client, contact, and matter information in the firm’s systems.
  • Support administrative requirements relating to the firm’s remaining civil litigation files.
  • Track deadlines and requested materials without providing legal advice or performing substantive legal work unless specifically trained and authorized to do so.
• Business Development and Project Coordination
  • Assist with webinars, conferences, podcasts, speaking engagements, newsletters, and other educational initiatives.
  • Coordinate projects involving marketing professionals, designers, vendors, external counsel, and business partners.
  • Maintain contact lists, business-development records, and follow-up schedules.
  • Conduct basic online and administrative research when requested.
  • Help move projects forward by confirming responsibilities, deadlines, and next steps.
• Meeting and Task Management
  • Prepare meeting agendas and background materials.
  • Attend meetings when requested, take detailed notes, and circulate action items.
  • Track assigned tasks and follow up with responsible individuals.
  • Help ensure that deadlines and commitments are not overlooked.
• Confidentiality and Professionalism
  • Handle confidential legal, financial, business, and personal information with complete discretion.
  • Communicate professionally with clients, lawyers, executives, vendors, and team members.
  • Exercise sound judgment when determining which matters require immediate escalation.

Requirements & Qualifications:

• At least two years of experience as an Executive Assistant, preferably supporting a lawyer, business owner, senior executive, or entrepreneur.
• Previous experience in a law firm, professional-services firm, financial-services business, or other fast-paced environment is an asset.
• Excellent written and spoken English.
• Exceptional attention to detail and strong proofreading skills.
• Highly organized, proactive, dependable, and responsive.
• Strong judgment and the ability to identify priorities independently.
• Demonstrated ability to manage several projects and deadlines simultaneously.
• Confidence communicating with clients and senior professionals.
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, and Excel.
• Comfort learning new technology, including document-management, project-management, CRM, scheduling, webinar, and communication platforms.
• Ability to maintain confidentiality and exercise discretion.
• Reliable internet access and a professional remote-work environment.
• Ability to work Monday through Friday during the required Eastern Time hours.
• Two professional references and a valid criminal background check issued within the last 60 days are required for all successful applicants.
• Completion of intake paperwork, including submission of a valid tax identification number (e.g., Social Security Number, Social Insurance Number, or the country’s equivalent), is required prior to onboarding.

Working Hours:
Full Time (40 hours per week)
Monday through Friday, 8:00 a.m. - 5:00 p.m. Eastern Time

Pay: CAD 1100 + CAD 70 Allowance per month

About Us:
MOVE Your Business is an outsourcing company based in Southern California, dedicated to empowering both businesses and professionals. We connect growing companies with skilled virtual talent while creating meaningful, long-term opportunities for our team members. As a fast-growing player in the outsourcing space, we’re committed to building partnerships that drive success and to fostering a supportive, inclusive environment where our people can thrive and grow with us.