{"id":8512,"date":"2025-12-18T19:06:40","date_gmt":"2025-12-18T19:06:40","guid":{"rendered":"https:\/\/agencecarrieres.ca\/?post_type=job_listing&#038;p=8512"},"modified":"2025-12-18T19:07:38","modified_gmt":"2025-12-18T19:07:38","slug":"executive-assistant-right-hand","status":"publish","type":"job_listing","link":"https:\/\/agencecarrieres.ca\/en\/job\/executive-assistant-right-hand\/","title":{"rendered":"Executive Assistant \u2013 Right Hand"},"content":{"rendered":"<h3 data-start=\"182\" data-end=\"228\">Family Office &amp; International Tax Practice<\/h3>\n<h2 data-start=\"230\" data-end=\"254\">Employment Conditions<\/h2>\n<ul data-start=\"255\" data-end=\"545\">\n<li data-start=\"255\" data-end=\"348\">\n<p data-start=\"257\" data-end=\"348\"><strong data-start=\"257\" data-end=\"267\">Salary<\/strong>: <strong data-start=\"269\" data-end=\"301\">$70,000 to $100,000 per year<\/strong> (based on experience, autonomy, and seniority)<\/p>\n<\/li>\n<li data-start=\"349\" data-end=\"377\">\n<p data-start=\"351\" data-end=\"377\"><strong data-start=\"351\" data-end=\"363\">Vacation<\/strong>: 3 to 4 weeks<\/p>\n<\/li>\n<li data-start=\"378\" data-end=\"410\">\n<p data-start=\"380\" data-end=\"410\"><strong data-start=\"380\" data-end=\"393\">Work Mode<\/strong>: Hybrid \/ Remote<\/p>\n<\/li>\n<li data-start=\"411\" data-end=\"457\">\n<p data-start=\"413\" data-end=\"457\"><strong data-start=\"413\" data-end=\"425\">Schedule<\/strong>: Flexible (multiple time zones)<\/p>\n<\/li>\n<li data-start=\"458\" data-end=\"545\">\n<p data-start=\"460\" data-end=\"545\"><strong data-start=\"460\" data-end=\"472\">Location<\/strong>: <strong data-start=\"474\" data-end=\"498\">Old Port of Montreal<\/strong><br data-start=\"498\" data-end=\"501\" \/><em data-start=\"503\" data-end=\"545\">(occasional in-office presence required)<\/em><\/p>\n<\/li>\n<\/ul>\n<hr data-start=\"547\" data-end=\"550\" \/>\n<h2 data-start=\"552\" data-end=\"563\">The Role<\/h2>\n<p data-start=\"565\" data-end=\"726\"><strong data-start=\"565\" data-end=\"726\">You will directly support the Principal Director of the family office and act as the central coordination point for her professional and personal activities.<\/strong><\/p>\n<p data-start=\"728\" data-end=\"971\">In this role, you will function as a true <strong data-start=\"770\" data-end=\"796\">operational right hand<\/strong>, across <strong data-start=\"805\" data-end=\"838\">business, tax, and logistical<\/strong> matters, with the primary objective of enabling the Director to focus on strategy, high-level tax analysis, and key decision-making.<\/p>\n<p data-start=\"973\" data-end=\"1001\">More specifically, you will:<\/p>\n<ul data-start=\"1002\" data-end=\"1237\">\n<li data-start=\"1002\" data-end=\"1071\">\n<p data-start=\"1004\" data-end=\"1071\">filter, prioritize, and organize incoming requests and information;<\/p>\n<\/li>\n<li data-start=\"1072\" data-end=\"1117\">\n<p data-start=\"1074\" data-end=\"1117\">structure files, follow-ups, and deadlines;<\/p>\n<\/li>\n<li data-start=\"1118\" data-end=\"1237\">\n<p data-start=\"1120\" data-end=\"1237\">take full ownership of all tasks that can be delegated in order to reduce the Director\u2019s operational and mental load.<\/p>\n<\/li>\n<\/ul>\n<hr data-start=\"1239\" data-end=\"1242\" \/>\n<h2 data-start=\"1244\" data-end=\"1285\">Responsibilities \u2013 Business \/ Tax Side<\/h2>\n<h3 data-start=\"1287\" data-end=\"1321\">Organization &amp; File Management<\/h3>\n<ul data-start=\"1322\" data-end=\"1756\">\n<li data-start=\"1322\" data-end=\"1436\">\n<p data-start=\"1324\" data-end=\"1436\">Manage <strong data-start=\"1331\" data-end=\"1353\">multiple calendars<\/strong> (family office, private practice, clients, Zoom\/Teams calls, multiple time zones).<\/p>\n<\/li>\n<li data-start=\"1437\" data-end=\"1543\">\n<p data-start=\"1439\" data-end=\"1543\">Prepare and follow up on <strong data-start=\"1464\" data-end=\"1483\">client meetings<\/strong> (agendas, required documents, meeting notes, action items).<\/p>\n<\/li>\n<li data-start=\"1544\" data-end=\"1612\">\n<p data-start=\"1546\" data-end=\"1612\">Organize and structure files by client, country, and mandate type.<\/p>\n<\/li>\n<li data-start=\"1613\" data-end=\"1664\">\n<p data-start=\"1615\" data-end=\"1664\">Maintain shared drives and document repositories.<\/p>\n<\/li>\n<li data-start=\"1665\" data-end=\"1756\">\n<p data-start=\"1667\" data-end=\"1756\">Closely track <strong data-start=\"1681\" data-end=\"1694\">deadlines<\/strong> (tax, legal, banking, corporate, signatures, board meetings).<\/p>\n<\/li>\n<\/ul>\n<h3 data-start=\"1758\" data-end=\"1800\">Documentation &amp; Administrative Support<\/h3>\n<ul data-start=\"1801\" data-end=\"2155\">\n<li data-start=\"1801\" data-end=\"1914\">\n<p data-start=\"1803\" data-end=\"1914\">Format and finalize tax memos, step plans, Excel tables, and PowerPoint presentations based on drafts or notes.<\/p>\n<\/li>\n<li data-start=\"1915\" data-end=\"2042\">\n<p data-start=\"1917\" data-end=\"2042\">Ensure <strong data-start=\"1924\" data-end=\"1954\">professional-level quality<\/strong> of all documents (structure, consistency, pagination, tables of contents, file naming).<\/p>\n<\/li>\n<li data-start=\"2043\" data-end=\"2155\">\n<p data-start=\"2045\" data-end=\"2155\">Coordinate with accountants, lawyers, notaries, and CFOs (document requests, reminders, meetings, signatures).<\/p>\n<\/li>\n<\/ul>\n<h3 data-start=\"2157\" data-end=\"2190\">Financial Follow-Up &amp; Billing<\/h3>\n<ul data-start=\"2191\" data-end=\"2423\">\n<li data-start=\"2191\" data-end=\"2249\">\n<p data-start=\"2193\" data-end=\"2249\">Prepare service proposals and simple engagement letters.<\/p>\n<\/li>\n<li data-start=\"2250\" data-end=\"2327\">\n<p data-start=\"2252\" data-end=\"2327\">Track billable hours, invoices to be issued, and polite payment follow-ups.<\/p>\n<\/li>\n<li data-start=\"2328\" data-end=\"2423\">\n<p data-start=\"2330\" data-end=\"2423\">Assist with basic <strong data-start=\"2348\" data-end=\"2365\">KPIs tracking<\/strong> (revenue per client, mandate recurrence, key milestones).<\/p>\n<\/li>\n<\/ul>\n<hr data-start=\"2425\" data-end=\"2428\" \/>\n<h2 data-start=\"2430\" data-end=\"2468\">Responsibilities \u2013 Personal Support<\/h2>\n<h3 data-start=\"2470\" data-end=\"2494\">Day-to-Day Logistics<\/h3>\n<ul data-start=\"2495\" data-end=\"2816\">\n<li data-start=\"2495\" data-end=\"2597\">\n<p data-start=\"2497\" data-end=\"2597\">Organize business and personal travel (flights, accommodations, insurance, itineraries, checklists).<\/p>\n<\/li>\n<li data-start=\"2598\" data-end=\"2816\">\n<p data-start=\"2600\" data-end=\"2648\">Handle selected personal administrative matters:<\/p>\n<ul data-start=\"2651\" data-end=\"2816\">\n<li data-start=\"2651\" data-end=\"2716\">\n<p data-start=\"2653\" data-end=\"2716\">communication with property managers \/ syndicates \/ concierges,<\/p>\n<\/li>\n<li data-start=\"2719\" data-end=\"2755\">\n<p data-start=\"2721\" data-end=\"2755\">medical appointments coordination,<\/p>\n<\/li>\n<li data-start=\"2758\" data-end=\"2816\">\n<p data-start=\"2760\" data-end=\"2816\">documentation related to relocations or address changes.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3 data-start=\"2818\" data-end=\"2859\">Organization &amp; Mental Load Management<\/h3>\n<ul data-start=\"2860\" data-end=\"3103\">\n<li data-start=\"2860\" data-end=\"2928\">\n<p data-start=\"2862\" data-end=\"2928\">Turn voice notes, messages, and ideas into <strong data-start=\"2905\" data-end=\"2927\">clear action plans<\/strong>.<\/p>\n<\/li>\n<li data-start=\"2929\" data-end=\"2998\">\n<p data-start=\"2931\" data-end=\"2998\">Support weekly prioritization (urgent vs. important vs. delegable).<\/p>\n<\/li>\n<li data-start=\"2999\" data-end=\"3103\">\n<p data-start=\"3001\" data-end=\"3103\">Provide discreet but effective reminders (deadlines, calls, documents to sign, personal appointments).<\/p>\n<\/li>\n<\/ul>\n<hr data-start=\"3105\" data-end=\"3108\" \/>\n<h2 data-start=\"3110\" data-end=\"3127\">Profile Sought<\/h2>\n<h3 data-start=\"3129\" data-end=\"3149\">Technical Skills<\/h3>\n<ul data-start=\"3150\" data-end=\"3429\">\n<li data-start=\"3150\" data-end=\"3232\">\n<p data-start=\"3152\" data-end=\"3232\">Strong proficiency in Word, Excel, PowerPoint, Outlook, Google Drive \/ OneDrive.<\/p>\n<\/li>\n<li data-start=\"3233\" data-end=\"3289\">\n<p data-start=\"3235\" data-end=\"3289\">Comfortable with Zoom, Teams, and collaborative tools.<\/p>\n<\/li>\n<li data-start=\"3290\" data-end=\"3358\">\n<p data-start=\"3292\" data-end=\"3358\">Ability to produce documents at a <strong data-start=\"3326\" data-end=\"3357\">CFO \/ lawyer \/ notary level<\/strong>.<\/p>\n<\/li>\n<li data-start=\"3359\" data-end=\"3429\">\n<p data-start=\"3361\" data-end=\"3429\">Solid understanding of basic accounting, tax, and business concepts.<\/p>\n<\/li>\n<\/ul>\n<h3 data-start=\"3431\" data-end=\"3446\">Soft Skills<\/h3>\n<ul data-start=\"3447\" data-end=\"3854\">\n<li data-start=\"3447\" data-end=\"3515\">\n<p data-start=\"3449\" data-end=\"3515\">Highly organized, structured, and comfortable managing complexity.<\/p>\n<\/li>\n<li data-start=\"3516\" data-end=\"3615\">\n<p data-start=\"3518\" data-end=\"3615\">Discreet, loyal, and trustworthy (confidential information: clients, finances, personal matters).<\/p>\n<\/li>\n<li data-start=\"3616\" data-end=\"3689\">\n<p data-start=\"3618\" data-end=\"3689\">Autonomous and proactive \u2014 anticipates needs and proposes improvements.<\/p>\n<\/li>\n<li data-start=\"3690\" data-end=\"3755\">\n<p data-start=\"3692\" data-end=\"3755\">Able to manage multiple priorities without sacrificing quality.<\/p>\n<\/li>\n<li data-start=\"3756\" data-end=\"3854\">\n<p data-start=\"3758\" data-end=\"3854\">Clear communicator, adaptable to different stakeholders (entrepreneurs, CFOs, lawyers, vendors).<\/p>\n<\/li>\n<\/ul>\n<h3 data-start=\"3856\" data-end=\"3883\">Languages &amp; Flexibility<\/h3>\n<ul data-start=\"3884\" data-end=\"4031\">\n<li data-start=\"3884\" data-end=\"3958\">\n<p data-start=\"3886\" data-end=\"3958\">Professional proficiency in <strong data-start=\"3914\" data-end=\"3936\">English and French<\/strong> (written and spoken).<\/p>\n<\/li>\n<li data-start=\"3959\" data-end=\"4031\">\n<p data-start=\"3961\" data-end=\"4031\">Comfortable with remote work and flexible schedules across time zones.<\/p>\n<\/li>\n<\/ul>\n<hr data-start=\"4033\" data-end=\"4036\" \/>\n<h2 data-start=\"4038\" data-end=\"4069\">Type of Working Relationship<\/h2>\n<p data-start=\"4071\" data-end=\"4234\">This position is ideal for someone who enjoys being the <strong data-start=\"4127\" data-end=\"4170\">right hand of a highly active executive<\/strong>, in a <strong data-start=\"4177\" data-end=\"4221\">confidential, demanding, and stimulating<\/strong> environment.<\/p>\n<p data-start=\"4236\" data-end=\"4399\">The role is <strong data-start=\"4248\" data-end=\"4270\">evolving by nature<\/strong>, with the opportunity to take on broader responsibilities as the family office and private practice continue to grow and mature.<\/p>\n","protected":false},"author":5,"featured_media":0,"template":"","meta":{"_promoted":"","_job_location":"Montreal, Qc","_application":"roger@agencecarrieres.ca","_company_name":"","_company_website":"","_company_tagline":"","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"class_list":["post-8512","job_listing","type-job_listing","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/agencecarrieres.ca\/en\/wp-json\/wp\/v2\/job-listings\/8512","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/agencecarrieres.ca\/en\/wp-json\/wp\/v2\/job-listings"}],"about":[{"href":"https:\/\/agencecarrieres.ca\/en\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/agencecarrieres.ca\/en\/wp-json\/wp\/v2\/users\/5"}],"version-history":[{"count":1,"href":"https:\/\/agencecarrieres.ca\/en\/wp-json\/wp\/v2\/job-listings\/8512\/revisions"}],"predecessor-version":[{"id":8513,"href":"https:\/\/agencecarrieres.ca\/en\/wp-json\/wp\/v2\/job-listings\/8512\/revisions\/8513"}],"wp:attachment":[{"href":"https:\/\/agencecarrieres.ca\/en\/wp-json\/wp\/v2\/media?parent=8512"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}