Executive Assistant to Chief Executive Officer

Executive Assistant to CEO About Fox Real Estate Fox Real Estate is revolutionizing residential real estate by bringing a hospitality mindset to property management. As a fast-growing, innovative firm, we specialize in repositioning assets to maximize value while delivering premium marketing, leasing, and property management services. With a portfolio of over 600 rental units in Downtown Montreal and 134 units in Washington, DC, we're known for achieving top-of-market rents and rapid leasing timelines. We're tech-forward, boundary-pushing, and dedicated to creating exceptional resident experiences. Our projects consistently receive international recognition and redefine industry standards. At Fox Real Estate, we embrace challenges that others consider impossible and transform them into market-leading opportunities. The Role: Executive Assistant to CEO Location: On-site in Montreal Reports To: PJ Goupil, CEO & Founder Role Overview We're looking for an exceptional Executive Assistant who will serve as the right hand to our CEO, enabling high-impact leadership through flawless organizational support. This isn't just about managing a calendar – it's about becoming an extension of the CEO's workflow, anticipating needs, eliminating obstacles, and ensuring maximum effectiveness. As the Executive Assistant, you'll be the vital connection between the CEO and internal teams, external partners, and clients. You'll manage complex scheduling, handle high-level communications, support business development initiatives, coordinate travel logistics, and manage both business and personal priorities with discretion and exceptional attention to detail. This role is perfect for someone who thrives on variety, excels at multitasking, and gets satisfaction from creating order within a fast-paced, entrepreneurial environment. Key ResponsibilitiesDaily Operations Management Proactively manage the CEO's calendar, ensuring optimal time allocation and preventing double-bookings Process and prioritize emails, responding on behalf of the CEO when appropriate Prepare the CEO for meetings with comprehensive briefing materials Take detailed notes during meetings and track action items to completion Send meeting reminders and ensure the CEO joins every scheduled meeting Maintain the CEO's workspace organization and ensure necessary resources are available Business Development Support Upload and maintain CEO contacts in HubSpot for business development tracking Update contact records with meeting notes and follow-up actions Schedule strategic meetings with contacts when the CEO is visiting specific cities Ensure the CEO's calendar is structured to prioritize business development Support outreach efforts to potential clients and partners Administrative Excellence Coordinate complex travel arrangements, ensuring all logistics are flawless Process expenses and assist with credit card reconciliation Manage document organization in digital systems (Dropbox, Google Drive) Assist with the preparation of presentations and reports Coordinate logistics for events, conferences, and team activities Handle sensitive information with complete confidentiality and discretion Communications Management Filter and prioritize communications from all channels (email, phone, etc.) Draft and edit correspondence, presentations, and other documents Coordinate internal communications and serve as liaison between the CEO and team Send recap emails after meetings with clear action items and deadlines Follow up on pending items requiring the CEO's input or approval Personal Support Assist with select personal tasks to maximize the CEO's productive time Coordinate personal appointments (medical, training, etc.) Manage personal scheduling and occasional errands Ensure home office and travel needs are met Maintain work-life integration through thoughtful calendar management Required Qualifications 3 years of experience as an Executive Assistant to a senior executive Exceptional organizational skills with ability to prioritize competing demands Outstanding written and verbal communication in English and French (Spanish a plus) High proficiency with Microsoft Office, Google Workspace, and project management tools Experience with CRM systems (HubSpot preferred) Demonstrated discretion handling confidential information Problem-solving mindset with exceptional attention to detail Self-motivated with ability to anticipate needs and take initiative Resilience and adaptability in a fast-paced environment with changing priorities Availability for non-standard hours when required for travel or time-sensitive matters Preferred Experience Background in real estate, property management, or related fields Experience supporting business development activities, or executive assistant roles Familiarity with tools like Slack, WhatsApp, ClickUp, 1Password, and Notion Previous experience in a growth-stage company or entrepreneurial environment What We Offer Competitive compensation package Opportunity to grow within a rapidly expanding company Direct mentorship from executive leadership Exposure to all aspects of an innovative real estate business A dynamic, collaborative work environment with a team of high performers How to Apply Please send your resume and cover letter to pjfoxre.co with the subject line "Executive Assistant Application - [Your Name]" and mention that you love foxes :) so we know you read the entire job description.

Location: Canada, CA

Posted Date: 4/10/2025