Executive Personal Assistant #2106 in Westmount

Westmount Full-Time On-site

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Competitive, commensurate with experience

10-15 years

Start Date As soon as possible

City Westmount

State/Province Quebec

H3Y

Private Household

Job Description

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

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.
Occasionally coordinate certain appointments, activities, commitments, and logistical arrangements for family members.
Occasionally help facilitate communication and coordination among family members, particularly during the principal's frequent travels.
Occasionally 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, record keeping, 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.
In-person at the beginning, the role will eventually be hybrid flexible (some office time when Principal is in the city, some occasional local travel for family / business needs, and some ability to work from a home office as well .
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.

ABOUT ELITE DOMO

Elite Domo specializes in the recruitment of experienced private household professionals for private families across Canada and internationally.

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