Role Summary

This role supports both founding partners. It exists to take the routine, repeatable work off their plates — quote and costing follow-through, invoices, sample logistics, scheduling, and day-to-day team follow-up.

The most significant piece of the role is quotations and costing. What this role takes on is everything that happens after the pricing approach is set: preparing and sending the related forms to customers, coordinating the back-and-forth needed to close out each quote, and keeping an accurate, up-to-date status of everything in progress so the Founders always know where things stand.

One day per week, on a day designated by the Founders, this person will work on-site at one of their homes. That day is primarily focused on inbound samples — organizing them, preparing packages, and sending them out to the correct recipients — with the Founder training the candidate directly on this process early on. Once the sample work for the day is complete, that in-person time is also used to work through anything else that's easier to cover face-to-face on a weekly basis.

Key Responsibilities

This is a executive assistant role supporting the founding partners. The exact mix will flex but generally includes:

- Take quotations and costing through to completion once the Founders have set the pricing and costing approach — preparing and sending the related forms to customers, coordinating any follow-up needed to close each one out, and keeping a transparent, current status of everything in progress. (Pricing and costing decisions themselves stay with the Founders.)
- Work on-site at one of the Founder's home one designated day per week to manage inbound samples — organizing them, preparing packages, and sending them out to the correct recipients — with hands-on training from the Founder as this is set up.
- Use that same weekly in-person time, once sample work is done, to work through anything else that's easier to cover face-to-face.
- Manage the Founder's calendar, schedule and confirm meetings/calls,



and proactively resolve conflicts before they become a problem.
- Handle inbox triage and routine correspondence, flagging only what genuinely needs personal attention.
- Arrange travel — flights, hotels, ground transportation, itineraries — for both business trips and personal travel, including handling changes on the fly.
- Process invoices and expense reports.
- Prepare and organize materials ahead of meetings and presentations; take notes and track follow-up items to make sure nothing slips.
- Coordinate logistics around shipments and trade shows or buyer meetings more broadly — tracking things through to resolution.
- Relay instructions to team members on the Founder’s behalf once direction is given, and follow up to confirm completion.
- Run errands and handle tasks as needed — the kind of thing a strong personal assistant naturally picks up (appointments, deliveries, home/office needs, gift and event coordination, etc.).
- Keep files, records, and documents organized and easy to retrieve on short notice.
- Take on other ad hoc administrative or coordination tasks as needed

What We're Looking For

- 2+ years in an executive assistant, operations coordinator, or similar support role — ideally in a fast-moving, small-team environment.
- Highly organized and comfortable owning a checklist of moving pieces without needing to be reminded.
- Strong written communication — comfortable corresponding with vendors, buyers' teams, and internal staff on behalf of the Founders.
- Basic comfort with invoices/expense processing; no formal finance background required.
- Comfortable learning a costing/quoting process and handling the administrative follow-through on it accurately and independently.
- Able and willing to work on-site at one of the Founder's home one day per week for hands-on sample and logistics work.
- Proactive — flags what's falling behind rather than waiting to be asked.
- Discreet and trustworthy with sensitive business and customer information.

Evaluating the Trial Period

At the end of the 90-120 day trial, the role may convert to permanent at the full discretion of the Founders.

📌 Executive Assistant to the Founders (Quebec City)
🏢 Melii Baby
📍 Quebec City