Executive Operations Specialist (Montreal based)

Pearl West; Montreal; Hybrid; CAD 104,000 - 139,000; Full time

Job summary

A fast-growing consumer brands company in Montreal seeks an experienced Senior Executive Assistant to support the CEO and COO. This full-time, hybrid role involves optimizing executive operations, driving communication, and managing high-impact projects. The ideal candidate will have over 5 years of experience in fast-paced environments and exceptional organizational skills. Competitive salary, performance bonuses, and various benefits included.

Benefits

Annual retreats

Wellness programs

Learning stipends

Qualifications

• 5+ years supporting C-level execs in fast-paced, high-growth environments.
• Exceptional organizational and time-management skills.
• Advanced proficiency with G-Suite, Slack, and project tools.

Responsibilities

• Master calendars, inboxes, and workflows to maximize executive focus.
• Capture and track action items, ensuring accountability across teams.
• Monitor initiatives, highlight risks, and ensure deadlines are met.

Skills

Supporting C-level execs

Organizational skills

Time-management skills

G-Suite proficiency

Business acumen

Written communication

Verbal communication

Discretion

Tools

G-Suite

Slack

ClickUp

Asana

Job description

Overview

Pearl West is building the future of consumer brands—fast, focused, and performance-driven. We own and operate six brands across beauty, supplements, sports nutrition, skincare, and pet care, with a combined run rate of $40M+ USD and scaling quickly. Our model: acquire profitable $2M+ EBITDA brands, scale them aggressively, and position them for exit within three years. Our mission is unapologetic: build unforgettable brands and exit them at their peak. With seasoned operators, deep e-commerce expertise, and strong capitalization behind us, we execute with speed, clarity, and impact. If you value clarity over chaos, speed over politics, and results over theater — you’ll fit right in.

The Role

We’re hiring a Senior Executive Assistant (EA) to support our CEO and COO. This is not a gatekeeping role—it’s about enabling top performance. You’ll manage priorities, streamline workflows, and ensure leadership is focused on what matters most. This is a full-time, hybrid role based in Montreal, with flexibility. You’ll be trusted with high-impact projects, sensitive information, and a seat close to the decisions shaping the company’s future.

What You’ll Do

• Optimize Executive Operations – Master calendars, inboxes, and workflows to maximize executive focus.
• Drive Communication – Capture and track action items, ensuring accountability across teams.
• Track Projects & Priorities – Monitor initiatives, highlight risks, and ensure deadlines are met.
• Enable Information Flow – Be the link between executives and teams—fast, clear, aligned.
• Prep & Follow-Up – Create agendas, briefing notes, and follow-up reports that drive outcomes.
• Improve Processes – Identify bottlenecks and introduce better systems.
• Confidential Support – Handle sensitive matters with absolute discretion.
• Oversee Logistics – Manage travel, events, and scheduling seamlessly.

Key Performance Indicators (KPIs)

• Meeting Efficiency – 90%+ of meetings yield clear, documented action items.
• Calendar Optimization – <5% reschedule rate; >80% of time aligned with top priorities.
• Task Execution – 90%+ of assigned actions completed on time.
• Communication Speed – Internal follow-ups 25% faster across teams.
• Process Innovation – Launch 3+ new tools/systems in Year 1 to boost efficiency.

30-60-90 Day Success Benchmarks

First 30 Days

• Shadow CEO/COO to master workflows, priorities, and communication style.
• Deep-dive into Pearl West brands, playbooks, and operating model.
• Take over scheduling, inbox triage, and meeting prep.

First 60 Days

• Independently manage executive deliverables and follow-ups.
• Roll out organizational systems that boost leadership productivity.
• Coordinate at least one cross-functional initiative end-to-end.

First 90 Days

• Operate as a trusted partner—anticipating needs and driving outcomes proactively.
• Fully own investor/board reporting cadence.
• Deliver measurable efficiency gains and time savings for executives.

What You Bring

Must-Have Skills

• 5+ years supporting C-level execs in fast-paced, high-growth environments.
• Exceptional organizational and time-management skills.
• Advanced proficiency with G-Suite, Slack, and project tools (ClickUp/Asana).
• Sharp business acumen—able to turn vision into execution.
• Excellent written and verbal communication.
• Proven discretion handling sensitive information.

Nice-to-Have Skills

• Background in e-commerce, private equity, or high-growth consumer brands.
• Familiarity with financial reporting and KPI dashboards.
• Bilingual (English + Spanish or French).
• Growth-stage/startup experience.

Compensation & Benefits

• Growth & Development – Direct exposure to leadership and investors.
• Culture – No politics. Outcome-driven, collaborative.
• Compensation – Highly competitive base salary + performance bonus + equity.
• Flexibility – Hybrid role in Montreal (or Vancouver) with autonomy.
• Benefits – Health, dental, mental health, flexible PTO.
• Perks – Annual retreats, wellness programs, learning stipends.

Application Process

• Step 1: Submit resume + cover letter.
• Step 2: Online assessment.
• Step 3: Screening call with HR.
• Step 4: Final interview with CEO & COO.