Executive Assistant to Chief Administration Officer

About the role

The Executive Assistant to the Chief Administration Officer (CAO) provides high‑level operational support for a fast‑growing gaming and hospitality complex near Montreal. You will act as the CAO’s right hand, ensuring that all projects, communications, and administrative tasks run smoothly and on schedule.

Key responsibilities

• Manage the CAO’s calendar, correspondence, travel, and expense reporting.
• Prepare meeting agendas, take minutes, and track action items to completion.
• Draft, edit, and format executive‑level communications, presentations, and memos.
• Organise and maintain filing systems for contracts, drawings, change orders, RFIs and other project records.
• Coordinate vendor and contractor interactions, chase quotes, and oversee bid processes.
• Support capital projects across hotel construction, restaurant conversions, F&B builds, HVAC, electrical, parking and security infrastructure.
• Maintain vendor records, certificates of insurance, contracts and compliance documentation.
• Track quotes, costs, invoices and project budgets using advanced Google Sheets tools.
• Collaborate with Finance on purchase orders, invoice approvals and payment tracking.

Required profile

• Highly organised, detail‑oriented and able to manage multiple parallel workstreams.
• Strong written and verbal communication skills, polished in person and on the phone.
• Financial literacy with the ability to monitor budgets and flag variances early.
• Proactive problem‑solver who takes ownership of follow‑through on action items.

Required skills

• Google Sheets – advanced formulas, pivot tables and data reconciliation.

What we offer

• Competitive compensation
• Comprehensive group insurance
• Flexible schedule options
• Discounts on food
• Opportunities for career advancement
• On‑site parking
• Company‑wide events and volunteer programmes