Executive Assistant (Remote)

Role Overview: The Strategic Filter & Force Multiplier

We are a high-end custom millwork and cabinetry firm with dual-HQ operations in Montreal and Texas. We are seeking an elite Executive Assistant & Operations Right-Hand to serve as the strategic shadow to our C-suite leader.

This is not a “passive” administrative role. Our leadership team operates at high velocity—constantly between meetings, managing two international shops, and scaling our Texas presence. We need an “Organizer to the Stars”—someone who can digest a massive volume of shorthand notes and voice memos, translate them into actionable tasks, and follow through with extreme urgency. We have a zero-tolerance policy for a lack of engagement; we are looking for a partner with “heart” who takes extreme ownership of the business’s success.

Key Responsibilities

I. Operations Liaison & Shop Coordination

Montreal/Texas Bridge: Act as the administrative liaison between the Montreal and Texas shops. You are responsible for ensuring that communications flow seamlessly between regions.

WhatsApp Filtering: Monitor and filter through multiple high-volume WhatsApp groups (Drafting, Production, etc.). You must identify actionable tasks, extract them, and either execute them or flag them for immediate leadership follow-up.

Texas Expansion Support: Assist in the administrative build-out of the Texas shop, managing the logistics and documentation required to scale southern operations.

II. Executive Administrative Mastery

The Daily Filter: Manage executive inboxes and communications. You are the “filter” that identifies critical items and ensures leadership is only focused on what truly requires attention.

Complex Calendar Merging: Manage and merge disparate calendars (Montreal vs. Texas) with 100% accuracy. You must ensure that time is protected and that logistics between time zones are flawless.

Shorthand Translation: Take shorthand notes or voice memos from leadership and translate them into detailed, high-quality action items and emails. You must be able to “make sense” of high-speed directives.

III. Execution & Accountability

Urgency & Engagement: You must operate with a “bias for action.” We deliver over and beyond expectations. If a task is assigned, it should already be in progress or completed with little notice.

Follow-up Rigor: You are the “chaser.” You follow up on every task, ensure that drafting and production teams are hitting their marks, and never let a lead or project stall.

Note-Taking & Documentation: Serve as the designated note-taker in meetings, providing strong, detailed summaries and clearly defined action items immediately following calls.

Who You Are

Experience & Must-Haves

High-Intensity Support: 5+ years of experience as an Executive Assistant or Operations Coordinator supporting a high-bandwidth Founder or CEO.

The “Multitasking Brain”: You possess a rare ability to context-switch between logistics, sales, and production without losing details.

Exceptional English: World-class written and verbal English. You must be able to draft professional emails and communications that represent the C-suite voice perfectly.

Technical Savvy: High proficiency in Google Workspace, WhatsApp, and CRM/Project Management tools.

Mindset & “Heart”

Extreme Responsiveness: You are “always on” during business hours. You respond to voice notes and emails with speed and clarity.

Engagement: You care about the job. This isn’t just a role; it’s a partnership. You take pride in the company’s growth.

Zero-Mistake Standard: You understand that in a fast-paced environment, detail is everything. You audit your own work to ensure the schedules and tasks you create are flawless.

Why Join Us?

High-Level Impact: You are the right hand to the person leading the organization.

Dynamic Work: No two days are the same—you will be managing high-level real estate, manufacturing, and luxury design operations.

Stable, High-Growth Partnership: We value professional longevity and are looking for a long-term “anchor” to grow with us as we continue expanding across the North American millwork market.