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 agile 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 Microsoft Excel,



Word, Outlook, and general office software.
- Experience handling invoices, payments, financial records, or bookkeeping tasks.
- Ability to manage multiple priorities and work independently.
- Professional communication skills and a high level of confidentiality.
- Resourceful, reliable, proactive, and comfortable taking initiative.

Considered an Asset:

- Knowledge of French.
- Experience with QuickBooks, Sage, or similar accounting software.
- Experience in international trade, logistics, import/export, or shipping documentation.
- Experience in restaurant administration or multi-location operations.
- Familiarity with Google Workspace, Microsoft 365, and digital management platforms.
- Ability to use AI tools and automation to improve administrative efficiency.

What We Offer
- A stable, full-time position with long-term growth opportunities.
- Direct collaboration with ownership and involvement in important business activities.
- Exposure to international trade and a growing restaurant network.
- A friendly, professional, and entrepreneurial work environment.
- A diverse international team.
- On-the-job training and opportunities to develop new skills.
- A varied role with meaningful responsibilities and opportunities for advancement.

Who We're Looking For We are looking for someone who is more than an administrative assistant.

You are the type of person who sees something that needs to be done and takes care of it. You are comfortable following up with people, organizing information, solving everyday problems, and keeping several projects moving at once.

You take pride in accuracy, efficiency, and completing tasks without constant supervision.

If you are organized, dependable, detail-oriented, and enjoy working in a fast-moving business environment, we would love to hear from you.

Please submit your CV along with a brief introduction outlining your relevant experience.

We look forward to hearing from you!

Job Types: Permanent, Part-time, Full-time

Pay: $17.00-$19.00 per hour

Benefits

- Casual dress
- Flexible schedule
- On-site parking

Language:
- Spanish (preferred)

Work Location: In person

📌 Executive Assistant & Operations Coordinator (La Prairie)
🏢 Canada Hides u0026 Skins
📍 La Prairie