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
Bookkeeping & Financial Administration
- Review,
organize, and bring outstanding bookkeeping records up to date.
- Maintain
accurate financial records, including expenses, invoices, receipts,
reimbursements, and payments.
- Establish
and maintain effective bookkeeping procedures, filing systems, and
financial tracking tools.
- Assist
with selecting and implementing appropriate accounting software, such as
QuickBooks or a comparable platform.
- Prepare
basic financial reports, summaries, and reconciliations as required.
- Liaise
with external accountants and family-office advisors to facilitate
financial reporting, tax preparation, and other administrative
requirements.
- Ensure
financial documentation is accurate, organized, confidential, and readily
accessible.
Family & Personal Coordination
- Establish
and maintain shared family calendars, schedules, and communication
systems.
- Coordinate
appointments, activities, commitments, and logistical arrangements for
family members.
- Facilitate
communication and coordination among family members, particularly during
the principal's frequent travels.
- Assist
with administrative and logistical arrangements involving extended family
members.
- Coordinate
occasional family celebrations, events, reservations, and personal
projects.
- Arrange
external service providers for occasional needs across multiple family
properties.
- Assist
with personal correspondence, recordkeeping, and other administrative
matters.
- Gradually
assume responsibility for travel coordination and related arrangements.
Executive & Business Support
- Manage
the principal's professional and personal calendars, appointments,
meetings, and priorities.
- Organize
correspondence, documents, records, and administrative follow-ups.
- Serve
as a primary point of contact for external professionals, including
accountants, lawyers, investment partners, consultants, and vendors.
- Coordinate
meetings, prepare relevant documents, and follow up on outstanding
matters.
- Assist
with contracts, agreements, renewals, and other administrative
obligations.
- Anticipate
upcoming requirements, identify potential issues, and recommend practical
solutions.
- Monitor
ongoing activities and ensure commitments and deadlines are respected.
- Handle
confidential personal, business, and financial information with the
highest level of discretion.
Office Administration & Organization
- Assist
with establishing a new private office, including coordinating furniture,
equipment, supplies, and workspace arrangements.
- Develop
and maintain efficient administrative procedures, digital filing systems,
and organizational tools.
- Oversee
routine office administration and coordinate meetings and visitors as
required.
- Identify
opportunities to streamline processes and improve overall operational
efficiency.
QUALIFICATIONS & EXPERIENCE
- Minimum
of 10 years of relevant professional experience in executive personal
assistance.
- Demonstrated
hands-on bookkeeping experience is essential, including the ability to
independently maintain accurate financial records.
- Strong
proficiency with Microsoft Office, particularly Outlook and Excel.
- Experience
with QuickBooks or comparable accounting software.
- Proven
ability to establish administrative procedures, organize information, and
manage multiple priorities.
- Experience
supporting senior executives, entrepreneurs, or high-net-worth
individuals.
- Experience
in both corporate and private household or family-office environments is a
significant asset.
- Excellent
written and verbal communication skills in English.
- Knowledge
of French is an asset but not required.
- Valid
driver's licence and willingness to travel locally when necessary.
- Must
be based in the Montreal area.
ADDITIONAL INFORMATION
- Full-time,
permanent position, generally Monday through Friday, from 9:00 a.m. to
5:00 p.m.
- Reasonable
flexibility for occasional urgent matters outside regular working hours.
- Weekend
availability may occasionally be required under exceptional circumstances.
- Initially,
work may be performed remotely or from the principal's residence until a
dedicated office is established.
- The
position will eventually be based primarily in a private office,
anticipated to be in downtown Montreal or Westmount.
- Occasional
local travel to family properties, meetings, or service providers may be
required.
- Access
to a vehicle can be arranged when necessary.
- Competitive
compensation commensurate with experience and qualifications, with
benefits and a discretionary annual bonus.
- Long-term
opportunity to develop the role as the family's administrative and
business activities evolve.
HOW TO APPLY
If you are an experienced Executive Personal Assistant with strong bookkeeping skills and an interest in supporting a private family
and its business activities, we welcome your application.
Please submit your application for confidential consideration
using the Apply button or at nicolas@elitedomo.com.
ABOUT ELITE DOMO
Elite Domo specializes in the recruitment of experienced
private household professionals for private families across Canada and
internationally.
