Executive Personal Assistant #2106

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.