About this role
POSITION OVERVIEW
We are seeking an experienced and highly organized Executive Personal Assistant to support a Montreal-based entrepreneur and his family across financial administration, personal affairs, and business activities.
This is a unique opportunity for a resourceful, proactive, and autonomous professional to help establish the administrative foundations of a newly formed private family office.
The successful candidate will combine strong bookkeeping expertise with exceptional organizational skills, sound judgment, and the ability to manage a diverse range of responsibilities with discretion and professionalism.
The position will initially focus on bringing bookkeeping records up to date and establishing reliable financial administration processes. Responsibilities will progressively expand to include family coordination, executive assistance, stakeholder communication, and office administration.
Working directly with the principal, the Executive Personal Assistant will become a trusted operational partner, helping create structure, anticipate needs, and ensure that personal and professional matters are handled efficiently.
KEY RESPONSIBILITIES
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Bookkeeping & Financial Administration
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Review,
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organize, and bring outstanding bookkeeping records up to date.
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Maintain
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accurate financial records, including expenses, invoices, receipts,
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reimbursements, and payments.
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Establish
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and maintain effective bookkeeping procedures, filing systems, and
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financial tracking tools.
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Assist
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with selecting and implementing appropriate accounting software, such as
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QuickBooks or a comparable platform.
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Prepare
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basic financial reports, summaries, and reconciliations as required.
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Liaise
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with external accountants and family-office advisors to facilitate
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financial reporting, tax preparation, and other administrative
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requirements.
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Ensure
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financial documentation is accurate, organized, confidential, and readily
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accessible.
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Family & Personal Coordination
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Establish
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and maintain shared family calendars, schedules, and communication
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systems.
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Coordinate
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appointments, activities, commitments, and logistical arrangements for
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family members.
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Facilitate
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communication and coordination among family members, particularly during
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the principal's frequent travels.
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Assist
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with administrative and logistical arrangements involving extended family
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members.
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Coordinate
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occasional family celebrations, events, reservations, and personal
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projects.
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Arrange
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external service providers for occasional needs across multiple family
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properties.
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Assist
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with personal correspondence, recordkeeping, and other administrative
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matters.
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Gradually
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assume responsibility for travel coordination and related arrangements.
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Executive & Business Support
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Manage
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the principal's professional and personal calendars, appointments,
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meetings, and priorities.
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Organize
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correspondence, documents, records, and administrative follow-ups.
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Serve
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as a primary point of contact for external professionals, including
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accountants, lawyers, investment partners, consultants, and vendors.
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Coordinate
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meetings, prepare relevant documents, and follow up on outstanding
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matters.
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Assist
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with contracts, agreements, renewals, and other administrative
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obligations.
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Anticipate
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upcoming requirements, identify potential issues, and recommend practical
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solutions.
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Monitor
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ongoing activities and ensure commitments and deadlines are respected.
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Handle
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confidential personal, business, and financial information with the
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highest level of discretion.
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Office Administration & Organization
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Assist
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with establishing a new private office, including coordinating furniture,
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equipment, supplies, and workspace arrangements.
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Develop
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and maintain efficient administrative procedures, digital filing systems,
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and organizational tools.
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Oversee
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routine office administration and coordinate meetings and visitors as
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required.
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Identify
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opportunities to streamline processes and improve overall operational
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efficiency.
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QUALIFICATIONS & EXPERIENCE
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Minimum
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of 10 years of relevant professional experience in executive personal
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assistance.
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Demonstrated
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hands-on bookkeeping experience is essential, including the ability to
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independently maintain accurate financial records.
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Strong
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proficiency with Microsoft Office, particularly Outlook and Excel.
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Experience
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with QuickBooks or comparable accounting software.
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Proven
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ability to establish administrative procedures, organize information, and
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manage multiple priorities.
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Experience
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supporting senior executives, entrepreneurs, or high-net-worth
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individuals.
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Experience
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in both corporate and private household or family-office environments is a
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significant asset.
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Excellent
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written and verbal communication skills in English.
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Knowledge
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of French is an asset but not required.
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Valid
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driver's licence and willingness to travel locally when necessary.
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Must
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be based in the Montreal area.
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ADDITIONAL INFORMATION
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Full-time,
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permanent position, generally Monday through Friday, from 9:00 a.m. to
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5:00 p.m.
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Reasonable
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flexibility for occasional urgent matters outside regular working hours.
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Weekend
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availability may occasionally be required under exceptional circumstances.
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Initially,
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work may be performed remotely or from the principal's residence until a
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dedicated office is established.
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The
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position will eventually be based primarily in a private office,
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anticipated to be in downtown Montreal or Westmount.
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Occasional
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local travel to family properties, meetings, or service providers may be
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required.
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Access
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to a vehicle can be arranged when necessary.
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Competitive
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compensation commensurate with experience and qualifications, with
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benefits and a discretionary annual bonus.
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Long-term
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opportunity to develop the role as the family's administrative and
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business activities evolve.