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