Chief of Staff & Executive Assistant

Job Title: Chief of Staff & Executive Assistant

Location: Montréal, with potential for partial remote work. Possibility for New York City as well.

About the Role:

We are seeking for one ouf our client a dedicated Chief of Staff & Executive Assistant to support a dynamic entrepreneur actively managing diverse investments in real estate, operating businesses, and global projects. This role goes beyond traditional administrative support, functioning as the entrepreneur’s right hand and trusted confidant in both professional and personal matters.

The candidate should have a solid understanding of basic accounting and financial principles, enabling effective communication with CPA firms, banks, and financial institutions.

The ideal candidate will bring a unique blend of strategic thinking, autonomy, and hands-on skills, including social media management and content creation.

The position is an excellent fit for someone with long-term career aspirations, eager to grow into greater autonomy and responsibility, eventually overseeing tasks currently managed by the entrepreneur.

Key Responsibilities:

· Investment Activities:

• Assist in preparing and following up on investment files, including financial simulations, dashboards, and performance tracking.
• Collaborate with partners, gather data, and ensure administrative and financial reporting is timely and accurate.
• Manage bank reconciliations, expense tracking, and liaise with accountants and fiscal advisors.

· Administrative Support:

• Organize schedules, meetings, and correspondence with a proactive approach to prioritization.
• Handle travel arrangements, visas, and reservations, ensuring seamless coordination in global contexts.
• Streamline processes for contracts, invoices, and renewals while maintaining an organized system for information retrieval.

· Social Media & Communications:

• Create engaging content (written, visual, and multimedia) for personal and professional social media accounts.
• Develop strategies to enhance online presence, including branding, campaigns, and audience engagement.
• Capture and edit photos or videos as needed for professional communication or social media.

· Personal Life Management:

• Manage logistics related to the entrepreneur’s family and personal commitments, including private travel, household matters, and unique projects.
• Conduct research on global procedures, e.g., international pet transport or local regulations for vehicle maintenance abroad.

· Operational Oversight:

• Oversee properties and operational businesses, including managing staff, contractors, and vendors.
• Coordinate special events, such as holiday gatherings or office moves.

Required Skills & Competencies:

•  Languages: Fluency in French and English (spoken and written) is mandatory; additional languages such as Russian or Spanish are a plus.
• Digital tools: Proficiency in productivity tools (Microsoft Office Suite, Google Workspace) and digital communication platforms (Slack, Trello, Zoom).
• Social Media: Experience in content creation and management on platforms such as LinkedIn, Instagram, and Twitter.
• Technical: Basic knowledge of accounting principles, financial reporting, and data management.
• Hard Skills: Advanced problem-solving, project management, and analytical capabilities.
• Soft Skills: Excellent interpersonal communication, adaptability, discretion, and organizational prowess.

Additional Information:

Employment type: Salary or contract-based, negotiable based on experience.

Occasional travel required, especially during the onboarding period.

Small team environment; candidates must be self-reliant and proactive.