Executive Assistant to the Chief Administration Officer

Playground•Montreal, QC

1d•Onsite

About The Position

The Executive Assistant to the Chief Administration Officer is the operational extension of the CAO. The role supports an active and complex portfolio that spans hotel construction, restaurant builds, capital projects, maintenance, grounds, housekeeping, and human resources, working daily with ownership, executives, consultants, contractors, vendors, and finance. The job is straightforward in principle and demanding in practice: nothing slips, nothing stalls, and nothing gets lost. We are looking for someone sharp, fast-moving, financially literate, polished in person, and confident on the phone, who owns follow-through on action items, tracks quotes and costs, coordinates bids, and keeps multiple parallel workstreams on schedule.

Requirements

Fully bilingual in French and English at a near-native level. Perfect written communication in both languages is non-negotiable; you will draft executive-quality correspondence on the CAO's behalf in either language.
Post-secondary degree or an equivalent combination of formal training and experience; background in business administration, finance, project management, hospitality, or construction administration is a strong asset.
Minimum 3 years of experience supporting senior executives, ideally within construction, hospitality, real estate development, or a similarly project-heavy environment.
Advanced proficiency in Google Workspace (Google Docs, Google Sheets, Google Slides, and Gmail), with strong Sheets skills including formulas, pivot tables, and basic financial modeling.
Comfortable using AI tools, particularly Google Gemini within Workspace, to draft, summarize, research, and accelerate administrative output.
Polished, professional in-person presence; comfortable hosting guests and representing the CAO's office.
Flexible schedule, primarily Monday to Friday, with occasional earlier start times, longer days, and weekend support when operationally required.
Willingness and ability to successfully pass a security and criminal background record check.

Nice To Haves

background in business administration, finance, project management, hospitality, or construction administration is a strong asset.

Responsibilities

Proactively manage the CAO's calendar, correspondence, follow-ups, and administrative workflow.
Prepare meeting agendas, take minutes, and own action item tracking through to closure.
Manage and prioritize email; draft, edit, and format correspondence, memos, presentations, and other communications to executive-quality standards.
Organize and maintain a structured filing system for contracts, drawings, change orders, RFIs, and project records.
Book and manage business travel, expenses, and event logistics.
Support active capital projects across hotel construction, restaurant conversions, F&B builds, HVAC and electrical works, parking, and security infrastructure.
Drive outbound communication with bidders, contractors, vendors, and consultants, chasing quotes, schedules, deliveries, and documentation through to closure.
Coordinate site walks, distribute RFP and RFQ packages, collect bid submissions, and liaise with general contractors, architects, and engineers on deliverables and timelines.
Identify gaps, inconsistencies, or missing scope in bids before they reach the CAO.
Maintain vendor records, certificates of insurance, contracts, and compliance documentation.
Build and maintain quote trackers, bid comparisons, cost summaries, and project budgets in Google Sheets, including formulas, pivot tables, and reconciliations.
Track change orders, deposits, and progress invoicing through to completion.
Coordinate with Finance on purchase order creation, invoice approvals, payment tracking, and vendor onboarding.
Reconcile project spend against approved budgets and flag variances early, not after the fact.
Schedule and manage personal appointments, errands, and personal travel for the CAO.
Manage office supplies and ensure the CAO's workspace is well-stocked, organized, and presentable.
Book and coordinate business luncheons, meeting catering, and executive meals.
Host guests and vendors visiting the CAO's office: greet them warmly, offer coffee and refreshments, and ensure a polished first impression.
Manage mail, package deliveries, and a variety of personal support tasks including placing orders, vehicle maintenance, and general errands.