Employment Conditions

Salary: $70,000 to $100,000 per year (based on experience, autonomy, and seniority)
Vacation: 3 to 4 weeks
Work Mode: Hybrid / Remote
Schedule: Flexible (multiple time zones)
Location: Old Port of Montreal
(occasional in-office presence required)

The Role

You will directly support the Principal Director of the family office and act as the central coordination point for her professional and personal activities.

In this role, you will function as a true operational right hand, across business, tax, and logistical matters, with the primary objective of enabling the Director to focus on strategy, high-level tax analysis, and key decision-making.

More specifically, you will:

filter, prioritize, and organize incoming requests and information;
structure files, follow-ups, and deadlines;
take full ownership of all tasks that can be delegated in order to reduce the Director’s operational and mental load.

Responsibilities – Business / Tax Side

Organization & File Management

Manage multiple calendars (family office, private practice, clients, Zoom/Teams calls, multiple time zones).
Prepare and follow up on client meetings (agendas, required documents, meeting notes, action items).
Organize and structure files by client, country, and mandate type.
Maintain shared drives and document repositories.
Closely track deadlines (tax, legal, banking, corporate, signatures, board meetings).

Documentation & Administrative Support

Format and finalize tax memos, step plans, Excel tables, and PowerPoint presentations based on drafts or notes.
Ensure professional-level quality of all documents (structure, consistency, pagination, tables of contents, file naming).
Coordinate with accountants, lawyers, notaries, and CFOs (document requests, reminders, meetings, signatures).

Financial Follow-Up & Billing

Prepare service proposals and simple engagement letters.
Track billable hours, invoices to be issued, and polite payment follow-ups.
Assist with basic KPIs tracking (revenue per client, mandate recurrence, key milestones).

Responsibilities – Personal Support

Day-to-Day Logistics

Organize business and personal travel (flights, accommodations, insurance, itineraries, checklists).
Handle selected personal administrative matters:
- communication with property managers / syndicates / concierges,
- medical appointments coordination,
- documentation related to relocations or address changes.

Organization & Mental Load Management

Turn voice notes, messages, and ideas into clear action plans.
Support weekly prioritization (urgent vs. important vs. delegable).
Provide discreet but effective reminders (deadlines, calls, documents to sign, personal appointments).

Profile Sought

Technical Skills

Strong proficiency in Word, Excel, PowerPoint, Outlook, Google Drive / OneDrive.
Comfortable with Zoom, Teams, and collaborative tools.
Ability to produce documents at a CFO / lawyer / notary level.
Solid understanding of basic accounting, tax, and business concepts.

Soft Skills

Highly organized, structured, and comfortable managing complexity.
Discreet, loyal, and trustworthy (confidential information: clients, finances, personal matters).
Autonomous and proactive — anticipates needs and proposes improvements.
Able to manage multiple priorities without sacrificing quality.
Clear communicator, adaptable to different stakeholders (entrepreneurs, CFOs, lawyers, vendors).

Languages & Flexibility

Professional proficiency in English and French (written and spoken).
Comfortable with remote work and flexible schedules across time zones.

Type of Working Relationship

This position is ideal for someone who enjoys being the right hand of a highly active executive, in a confidential, demanding, and stimulating environment.

The role is evolving by nature, with the opportunity to take on broader responsibilities as the family office and private practice continue to grow and mature.

Executive Assistant – Right Hand

Family Office & International Tax Practice