Executive Personal Assistant #2075

Elite Domo; Montreal (administrative region); On-site; CAD 65,000 - 90,000; Full time

Job summary

Elite Domo seeks an experienced Executive Personal Assistant to support a private family during a maternity leave. The role requires handling complex calendars, travel arrangements, and personal administration with discretion.

The ideal candidate will be proactive, highly organized, and capable of working independently in a fast-paced, confidential environment while coordinating with estate management and household staff. Fluency in French and English is essential.

Qualifications

• Minimum 5 years of experience as an Executive Personal Assistant.
• Ability to handle confidential information with discretion.
• Excellent organizational and time-management skills.

Responsibilities

• Act as primary contact for the principal, screening calls and correspondence.
• Manage complex calendars for principal and family, including personal commitments.
• Coordinate meetings and scheduling with access control for the principal.
• Anticipate priorities and remind the principal of tasks and deadlines.
• Maintain organized databases and filing systems; liaise with staff.
• Provide backup support to other EPA roles as required.
• Coordinate domestic and international travel arrangements with travel agent.

Skills

Discretion

Calendar management

Travel coordination

Bilingual French/English

Outlook proficiency

Tools

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Job description

Competitive, commensurate with experience

6-9 years

Start Date As soon as possible

City Outremont

State/Province Quebec

H2V

Private Household

Job Description

SUMMARY
A private family is seeking an experienced, highly organized, and discreet Executive Personal Assistant (EPA) to provide comprehensive administrative and personal support to a principal and family during a maternity leave.

The Executive Personal Assistant will be responsible for managing complex calendars, coordinating travel, overseeing personal administration, and acting as a key liaison between the principal, family, corporate staff, Estate Manager, and household team.

The ideal candidate is proactive, resourceful, and highly adaptable, with excellent judgment and the ability to anticipate needs and manage priorities independently. This is a temporary position for several months, well suited to an experienced professional who thrives in a fast-paced and confidential environment.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Act as the primary point of contact for the principal, screening and managing calls, correspondence, requests, and other communications.
• Manage complex calendars for the principal and family, including meetings, appointments, personal commitments, and scheduling priorities.
• Coordinate meetings and appointments while appropriately managing access to the principal.
• Anticipate upcoming priorities and remind the principal of important tasks, appointments, commitments, and deadlines.
• Maintain organized databases, records, documents, and filing systems.
• Liaise effectively with corporate staff and other professional contacts.
• Provide support and act as a backup to other Executive Personal Assistants as required.

Travel & Logistics

• Coordinate domestic and international travel arrangements, including transportation and accommodation, in collaboration with the family's travel agent.
• Prepare and maintain detailed travel information and itineraries.
• Serve as a point of contact while the principal and family are travelling.
• Remain available for occasional evening and weekend assistance when required due to travel or other time-sensitive matters.

Family & Personal Support

• Coordinate the children's activities, appointments, and schedules.
• Arrange medical and other personal appointments for family members.
• Prepare and submit medical claims for the principal and family.
• Place and manage online shopping orders, exchanges, and returns.
• Maintain accurate and up-to-date personal and administrative information for the principal and family.
• Assist with other personal requests and administrative matters as required.
• Prepare, maintain, and submit expense reports to accounting.
• Manage petty cash and maintain accurate supporting records.
• Coordinate with accounting and corporate staff regarding personal expenses and administrative matters as required.

Events & Household Coordination

• Assist with the organization and coordination of fundraising events, private functions, and executive retreats.
• Liaise closely with the Estate Manager and domestic staff to ensure effective communication and coordination across the household.
• Support special projects and other priorities as they arise.

QUALIFICATIONS & REQUIREMENTS

• Minimum of 5 years of experience as an Executive Personal Assistant, ideally supporting a principal, executive, or private family.
• Demonstrated ability to handle highly confidential and sensitive information with discretion.
• Excellent organizational, prioritization, and time-management skills.
• Proven ability to manage multiple priorities and changing requirements in a fast-paced environment.
• Highly proactive, resourceful, and capable of working independently with minimal direction.
• Strong judgment, tact, diplomacy, and professional discretion.
• Excellent written and verbal communication skills in French and English.
• Strong proficiency with Microsoft Outlook and Word; knowledge of Excel and PowerPoint is considered an asset.
• Flexibility to provide occasional evening and weekend support when the principal and family are travelling.

PERSONAL ATTRIBUTES

• Highly organized and detail-oriented.
• Discreet, trustworthy, and professional.
• Proactive and solutions-oriented.
• Resourceful and adaptable.
• Calm and composed under pressure.
• Strong interpersonal skills and emotional intelligence.
• Service-oriented with the ability to anticipate needs.
• Comfortable working collaboratively with executive, household, and professional teams.

POSITION DETAILS

• Position: Executive Personal Assistant
• Employment Type: Temporary maternity leave contract
• Duration: Several months
• Schedule: Full-time, with occasional evening and weekend availability as required
• Language: Fluency in French and English

ABOUT ELITE DOMO

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

*This is the English version of job posting Assistante Personnelle Executive #2077.