Executive Personal Assistant

4 weeks ago


Greater Montreal Metropolitan Area, CA Valsef Group Full time

Company Profile


Valsef Group is a family office headquartered in Montreal, Canada. Established in 2011, the firm invests its capital across a range of industries, including online, vertical market software companies to publicly traded equities. The Valsef Group portfolio comprises Valsoft, Valnet, Valstone, and Valsef Capital.


Position Description


Reporting to the President, the Executive Personal Assistant will provide administrative support including special projects as well as personal assistance to the Co-Founder. The ideal candidate will have the ability to consistently deliver on multiple commitments and will have a highly flexible and adaptable approach. This is an excellent opportunity to work for a dynamic and growing family office.


Key Responsibilities


  • Calendar management: Monitor and manage the Outlook calendar for the Co-Founder. This includes arranging internal and external meetings, responding to changing priorities, the coordination of meeting logistics, and the preparation of supporting material.
  • E-mail management: Review e-mails for meeting invitations and act on specific requests.
  • Meeting and event planning: Reserve conference rooms and arrange for catering, print required documents, setup conference calls and video conference arrangements, coordinate and plan logistics of offsite activities and meetings as required (book venues, guest speaker, etc.), provide restaurant reservations, cancellations, recommendations, and prepare materials for internal and external meetings on behalf of the Co-Founder.
  • Travel and expenses: Assist with travel arrangements, make bookings in advance, prepare itineraries, coordinate last-minute changes (flights, cars, hotels, team communications), assist with passport and visa issues, maintain travel profiles, assist with directions and local points of interest, submit expenses promptly for processing, and proactively assist with Amex expense reconciliation.
  • Miscellaneous: Assist with other general administrative duties as required, such as processing invoices, providing and coordinating support for company technology.
  • Assistance with personal matters: Run errands such as groceries, household supplies, pharmacy, dry cleaning, etc., research activities for children and handle payments for activities, any personal shopping required for birthdays or special events, follow-up with orders from vendors.
  • Property management responsibilities and renovation oversight as needed.


Candidate Profile


Experience


  • 5+ years’ experience in a similar role.
  • Flexibility with work hours, as required.
  • Ability to handle multiple projects.
  • High degree of flexibility and adaptability.
  • Excellent time management and organizational skills.
  • Strong communication skills.
  • Must be able to maintain privacy and confidentiality, and exercise diplomacy and discretion.
  • Ability to work independently and as part of a team.
  • Must have a valid driver’s license and vehicle.


Benefits


  • Attractive compensation package including potential bonus
  • Unlimited vacation after 3 years
  • Free parking for all employees
  • Catered daily lunches, unlimited snacks and coffee in the office
  • Training /tuition reimbursement program
  • Annual gym discount


Location

The position is in Montreal, Quebec with a hybrid work model.



We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted.


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