Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator International Trading & Restaurant Operations Location: La Prairie, Quebec Employment Type: Full-Time Schedule: Monday to Friday Languages: English and Spanish required; French an asset About Us We are a Montreal-based business group operating in two dynamic industries: Canada Hides & Skins: An established international trading business with over 22 years of experience, conducting business across Latin America, Africa, Asia, and other international markets. Madame Poulet: A growing Quebec-based restaurant brand with multiple locations and ambitious expansion plans. We are looking for a highly organized, resourceful, and proactive Executive Assistant & Operations Coordinator to work directly with ownership and support the daily administration, financial coordination, and operations of both businesses. This is an important position for someone who enjoys variety, takes initiative, and can manage multiple responsibilities independently. Key Responsibilities 1. Email & Communication Management Monitor, organize, and respond to daily business emails across multiple accounts. Prioritize urgent matters and flag items requiring management's attention. Draft professional correspondence with suppliers, customers, partners, and employees. Follow up on outstanding requests, payments, documents, and pending matters. Maintain organized communication records and contact databases. 2. Accounting & Financial Administration Organize invoices, receipts, expenses, and financial documents. Prepare supplier payments, payment schedules, and banking transactions for management approval. Assist with accounts payable and accounts receivable. Follow up on overdue customer payments and outstanding balances. Perform data entry, bookkeeping support, and basic account reconciliations. Coordinate with external accountants and bookkeepers. Assist with payroll preparation and employee-related administrative records. Prepare basic financial reports and Excel summaries. 3. International Trading & Logistics — Canada Hides & Skins Enter and maintain customer orders, contracts, shipments, and payment information in our internal management portal. Coordinate international shipments and follow up with freight forwarders, suppliers, and customers. Prepare and organize commercial invoices, packing lists, shipping documents, and related paperwork. Monitor shipment progress, customer deposits, outstanding balances, and delivery schedules. Communicate with overseas operations, particularly in Latin America. Maintain accurate records of purchases, sales, logistics expenses, and transactions. 4. Restaurant Administration — Madame Poulet Support administrative operations across multiple restaurant locations. Organize supplier invoices, payments, and operating expenses. Assist with payroll, employee records, and documentation. Follow up with restaurant managers, suppliers, contractors, and service providers. Help maintain organized sales reports, expense tracking, and financial records. Assist with new restaurant openings, vendor coordination, and administrative projects. Support marketing administration and coordination with external agencies when required. 5. Executive & General Administrative Support Manage schedules, appointments, reminders, and important deadlines. Maintain organized digital filing systems and shared documents. Create spreadsheets, reports, and presentations. Track ongoing projects and ensure timely follow-ups. Identify administrative inefficiencies and suggest improvements. Take ownership of recurring tasks and ensure nothing falls through the cracks. Qualifications Required: Previous experience in office administration, executive assistance, accounting support, or operations coordination. Excellent organizational skills and strong attention to detail. Fluent in English and Spanish, written and spoken. Spanish is essential for communication with our Latin American operations. Strong proficiency in…

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