Job Description

Job Title:

Executive Assistant

Department:

Marketing

Reports To:

Chief Marketing Officer (CMO)

Position Start Date:

As soon as possible (Immediate)

Compensation & Benefits

Wage:

$19-22/hour

Benefits (following successful completion of a three-month probationary period):

Enrollment in our optional Pension program.

Enrollment in our health benefits program.

Vacation - three weeks paid vacation annually; unlimited unpaid time off (subject to supervisor's approval).

Access to parking.

Hours:

Monday - Friday

8:30 - 5:30 PM

Lunch hour and two fifteen-minute breaks as per our office's policy.

Office Culture:

We are a fast-paced workplace, with the need for efficiency and attention to detail.

Our core values are Excellence, Empowerment, and Relationships.

We have a high focus on the use of technology to accomplish our tasks internally and for our clients.

In 2015, Charmaine Panko, K.C., left the international law firm she was working at, with the dream of transforming the conflict and dispute resolution process for individuals and families. She opened her own law firm with the assistance and support of her oldest daughter, Demi. In the first year, Charmaine brought on another one of her daughters and her son to join the team. From there, Charmaine added another one of her children, and the office continued to expand, with growth outside the family. Nine years later, the office is bustling with family and non-family members, who we honour and treat like family. We put a strong emphasis on internal relationships and have a flexible workplace to accommodate our staff to ensure they can have a work-life balance and the ability to serve their clients with the utmost quality.

Role Purpose

The Executive Assistant provides direct executive support to the CMO, with the primary objective of increasing marketing leadership capacity through operational efficiency, disciplined execution, and sustained project momentum.

This role is not task-based administrative support alone. It is a marketing operations and executive support role, designed to reduce friction in the CMO's workflow, ensure follow-through on marketing initiatives, and support data-informed decision-making.

Key Responsibilities

1. Executive & Marketing Operations Support

oActively manage the CMO's inbox and calendar to optimize time, priorities, and responsiveness

oTrack marketing-related action items, deadlines, and deliverables to ensure consistent follow-through

oMaintain organized digital filing systems for marketing assets, reports, and project documentation

oPrepare agendas, summaries, and documentation related to marketing meetings and initiatives

2. Campaign & Program Execution Support

oCoordinate timelines, assets, and approvals for ongoing and one-off marketing initiatives

oAssist with content coordination (blogs, newsletters, social media, website updates)

oSupport execution of marketing campaigns across digital and traditional channels

oLiaise with internal team members and external vendors to support campaign delivery

3. Research, Reporting & Analysis

oSupport preparation of regular marketing reports (e.g., campaign performance, lead sources, channel metrics)

oAssist in conducting market research, competitor monitoring, and trend analysis

oAssist with collection, organization, and preparation of marketing performance data

oMaintain tracking systems and documentation to support data accuracy and consistency

4. Systems, Tools & Technology

oUse Microsoft 365 tools (Outlook, Teams, Excel, SharePoint) for communication, coordination, and reporting

oSupport use and organization of marketing-related platforms and tools (e.g., CRM, marketing software, analytics tools)

oLearn and follow documented marketing workflows and standard operating procedures

oIdentify inefficiencies or gaps in marketing processes and flag improvement opportunities

5. Cross-Department Collaboration

oCoordinate with Operations, Client Experience, and Leadership teams as marketing initiatives intersect with firm-wide priorities
oAssist with preparation of materials for leadership review or firm-wide rollout

oSupport internal communication related to marketing initiatives and timelines

6. Professional Development & Growth

oParticipate in ongoing training

oContribute to the development and refinement of marketing processes

Skills & Attributes

oHighly organized, proactive, and dependable

oDetail-oriented with a high standard for quality and follow-through

oAbility to manage multiple priorities with accuracy and consistency

oStrong interpersonal skills

oComfortable working with data, systems, and structured workflows

Job Types: Full-time, Permanent

Pay: $19.00-$22.00 per hour

Expected hours: 40 per week

Benefits:

On-site parking
Work Location: In person